Records and Archives Programmes Strategic issues Workshop

Transcription

1 33 rd SIO Session Records and Archives Programmes Strategic issues Workshop Milovan Misic Nairobi 25 October 2007

2 Milovan Misic experience UN Programs United Nations Programmes and Agencies - UNESCO, UNICEF, IFAD, UNCTAD, UNDP, UNV, UNEP, WFP, WIPO... International Financial Institutions Specialised Financial organisations - The World Bank, EBRD, IMF, OECD Other International Organisations Other international Organisations - ESA, INTELSAT, PAHO, NATO, IOC Milovan Misic

3 Agenda Introduction Scope of Records and Archives management Aims Implementation Key elements Review WHY records management WHO is Who in Records and Archives WHAT are Characteristics and components of the program WHEN to decide on the programme HOW to start and implement the program Challenges Technology vs people Case study UN project Records management information sources Action points Why, Who, What, How and When Q & A

4 INTRODUCTION The strategy defines a general orientation for improving the quality, availability and effective use of records and provides a strategic framework for all records management activities. This will enable overall coordination of all records management activities and ensure alignment with the organization s s business strategies. The records management strategy should be implemented in conjunction with the Records Management Policy.

5 SCOPE Paper records & legacy Electronic records Audio and video tapes

6 Aims

7 Aims Office automation Business automation Service to member countries Word Processing Document Provide Information Management Communications HR / Finance Transmit Documents Information System Supply Chain Management Knowledge management Compliance with statutory requirements Responsibility and accountability for a systematic and planned approach to records management Efficiency in coordination of records and storage system through improvements in the quality and flow of information

8 Digitization of archives holdings

9 Workflow (current) - Publishing BP Document preparation Doc generated by the originator WEB Doc Service registers English doc Approval Doc Service registers Process, several steps translated Scanning docs Receiving point Approval for printing Correction Printing Service printed paper copy Printing Service printed paper copies Archives Printed paper copies for general distribution and back to originator Paper printing Translation (FR, ES) spec docs (RU, AR, CN) Delete database Docs published on the development server Originator forwards the doc to Internet Services Docs returned for correction if required Paper Filing ES, FR back to originator for header information AR and RU separate issues Quick Final Approval of ES, FR ISS notifies originator to check & approve docs Once approved, docs are copied to production server Distribution

10 Workflow (current) - Publishing BP Approval for printing Archive Document preparation Distribution

11 Key elements Policies and Procedures Technology selection Implementation Business integration Maintenance Migration strategies

12 Access Procedure Disposal Capture Security Security Access Restrictions Workflow Protect / Publish LETTER LETTER Register / Classify Integrity Backup & Recovery Audit trails Records FAX Records Management Archives Policies Classification User groups Retention Archive / Dispose Archiving Declassification Life cycle VITAL Records Conversion Tracking

13 ECM Definition The general term Content Management itself has a great many facets, and also includes Web Content Management, Content Syndication, Digital or Media Asset Management, and naturally Enterprise Content Management as well.

14 ECM Definition The important thing is whether the term ECM or Enterprise Content Management means more functionality and benefit for the user. ECM is a vision, a strategy, or even a new industry, but it is not a closed system solution or a distinct product. Therefore, along with DRT (Document Related Technologies) oder DLM (Document Lifecycle Management), ECM can be considered as just one possible catch-all term for a wide range of technologies and vendors.

15 ECM according to AIIM Enterprise Content Management (ECM) is comprised of the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization s unstructured information, wherever that information exists. Association for Information and Image Management. 2006

16 IT Failure Statistics - a variety 50% of information systems are failures IS success rates are as low as 30% 80% of data warehousing projects fail 80% of ERP projects fail 80% of CRM projects fail

17 Next steps Integration of Records Management and the Archives

18 The Connected Enterprise Sales Force Automation Employee Portals Customer Sites Web content Documents Order Fulfillment E-Procurement XML B2B Collaboration Rich Media E-Marketing Manufacturing R&D elearning

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23 Next steps Integration of Records Management and the Archives

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25 Meeting the challenges Center for Technology in government - University at Albany Process Thinking and Action Enterprise Principles and Relationships Simplified depiction of existing intergovernmental information systems in New York State Agency A Agency B Agency C Multiplied by the total number of NYS agencies = ~100 Emphasize Use and Context County 1 Village 1 County 2 Village 2 County 3 Village 3 County 4 City 1 Town 1 Village 4 City 2 Town 2 Total NYS Total NYS Villages = Counties = 62 City 3 Town City 4 Town 4 Total NYS Total NYS Towns = 932 Cities = 62 Governance and External Focus End-to-end Integration Information Complexity

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30 Case Study

31 ECM Sources of information Buttler Group, ARMA, AIIM,

32 Challenge for you Where is your role in this discussion? How does the concepts of ECM fit into your organizational structure? What are the policy, organizational, management, and technology decisions that need to be discussed prior to implementation of an ECM for your organization? If you can not beat them, join them Make your archives a compatible part of the future system

33 Thank you Q & A [email protected]