As a first step towards the development of a comprehensive information management programme across the Community, the CARICOM Secretariat through this presentation seeks to engage Community Institutions and as well as to provoke some ideas on how this may be built into the Institutions’ work programmes.

1. Information Management Core Requirements ________________________________________ Guidelines for an Information Strategy for Record Created by the CARICOM Secretariat & Community Institutions

2. Why Information Management? CARICOM is in the information business. Its ability to respond to the needs of the Community depends on how well it can: use, maintain and preserve information required to make decisions and take actions. 7/21/2009 2 Emerson O. Bryan

3. Information Risks Ability to meet its public policy & management goals is at risk, due to inter-alia: Volume & variety of emails, documents, files & records -- how to identify what’s important and what is not. (supply side) Citizens and stakeholders are concerned that information to which they have a right is often unavailable, inaccessible, incomplete and out-of-date. (demand-side) 7/21/2009 3 Emerson O. Bryan

4. Supporting Community Targets There are significant IM-related issues relevant to the realization of certain Community Targets: Building a single-space world-class competitive economy Increasing functional cooperation Making quality health-care services available to Community Citizens Maintaining the safety and security of the Community Good Governance and Public Services 7/21/2009 4 Emerson O. Bryan

5. Heritage of the Community Overall there is a real need for the protection and preservation of our collective Caribbean Heritage. Without proper information protocols being observed, we stand to lose our information legacy. A CARICOM Archives? Interest from the Grass-roots if information is made more readily available. 7/21/2009 5 Emerson O. Bryan

6. Critical Asset The CARICOM Secretariat has invested significantly in resources: people, facilities & equipment in order to meet its priorities. Information is a critical asset that needs to be managed, protected and exploited. Information is only valuable however if it can be retrieve and used at will. 7/21/2009 6 Emerson O. Bryan

7. The Goal The CARICOM Secretariat will manage as a strategic resource, information that: Supports the development, delivery and assessment of all communication programmes, policies & services Enables the successful deployment of ICTs Supports evidence-based decision making Provides the basis for openness, accountability and earning public trust Represents fully, the Secretariat’s corporate memory 7/21/2009 7 Emerson O. Bryan

8. The Means Managing information as a strategic resource will mean: Determining information value (through-out the lifecycle) Distributing and exchanging information (relevant entities) Analyzing and evaluating the use of certain types of information (eg. Forms management) Documenting business activities and decisions (capturing the process) Identification, organization, storage, access and disposal of information (information audit) Protection of confidential information & personal privacy (FOI &DPA) Preservation of information with long-term value to the Community (CARICOM Archives) 7/21/2009 8 Emerson O. Bryan

9. Thank You Emerson O. St. G. Bryan Information & Document Management Officer CARICOM Office of Trade Negotiation (OTN) emerson.bryan@crnm.org 3rd Meeting of the Secretary-General, Caribbean Community (CARICOM) and Heads of Community and Other Regional Institutions ____________ Georgetown, Guyana 23-24 July 2009 7/21/2009 9 Emerson O. Bryan