2012 ALGIM Records / Information Management Awards. Guidelines & Information

Transcription

1 Association of Local Government Information Management 2012 ALGIM Records / Information Management Awards Recognising & celebrating innovative Records, Archives & Information Management within NZ Local Government Guidelines & Information Information management professionals: the lifeblood of organisations! PO Box 849 Palmerston North 4440 New Zealand events@algim.org.nz Phone: +64 (0) Fax: +64 (0)

2 Introduction The 2012 ALGIM Records / Information Management Awards are your opportunity to shine amongst your peers. Your support through entry in the 2012 ALGIM Records / Information Management Awards is crucial to their success. We have endeavoured to keep the entry process simple to encourage Councils to participate. Please Note the term Information Management encompasses all dimensions of information management, including records and archives management. The awards will be presented to the winners at the 2012 ALGIM Records Management Symposium Awards Dinner on Monday 23 July 2012 at the James Cook Hotel Grand Chancellor, Wellington. If you would like further assistance or have any questions / suggestions please contact Rebecca Swansson, ALGIM s Conference and Events Coordinator, on +64 (0) or events@algim.org.nz. The Awards The award categories for the 2012 ALGIM Records / Information Management Awards are as follows: Information Management Project of the Year [previously Records / Archives Project of the Year] Information Management Leadership Award [previously Records Manager / Archivist of the Year] - open to all records, archives & information managers Information Management Professional Development Award [New Award] - open to all staff in records, archives or information management teams Objectives The ALGIM Records / Information Management Awards recognise and celebrate best practice in information management amongst New Zealand local authorities. They aim to encourage local government staff to be innovative and to grow and be recognised in supporting their organisation and communities of interest. They also promote the image of local government information management throughout the wider sector. Eligibility Currently, all New Zealand local authorities are members of ALGIM. Therefore all city, district and regional councils and their employees are eligible to enter the 2012 ALGIM Records / Information Management Awards ALGIM Information / Records Management Awards Guidelines & Information 1

3 Please Note Award entries may not be directly submitted from elected members of a local authority or from a vendor who has been contracted to supply goods and / or services to a local authority. Nominees for the Information Management Professional Development Award need to be an employee of a local authority throughout the entire duration of the award process. This includes the time of the 2012 ALGIM Records Management Symposium and the conference / course that the successful recipient chooses to attend, to maintain eligibility. The award prize is non transferable should the recipient no longer be an employee of a local authority. How to Enter 1. Entry / nomination forms are available to download from - refer to the 2012 ALGIM Records / Information Management Awards section. Alternatively, you can events@algim.org.nz to request the entry / nomination form you require. 2. Complete the relevant entry / nomination form and forward it ALGIM s Conference and Events Coordinator by to events@algim.org.nz. Closing Date for Entries Entries for the 2012 ALGIM Records / Information Management Awards must be received before close of business on: Friday 29 June 2012 Confidentiality All entries become the property of ALGIM and cannot be used for any purpose other than the award judging without the written consent of the applicants. ALGIM reserves the right to publicise the award winners and details of their case study and will always advise you of such details prior to publication. Judging The ALGIM Records / Information Management Awards are judged by a panel of three judges. The panel includes a member of the ALGIM Executive and industry specialists with local government and / or information management experience ALGIM Information / Records Management Awards Guidelines & Information 2

4 Prizes The recipient of each award will receive a trophy and certificate to be presented at the 2012 ALGIM Records Management Symposium Awards Dinner on Monday 23 July at the James Cook Hotel Grand Chancellor, 147 The Terrace, Wellington In addition to the above prizes the winner of the Information Management Professional Development Award will be given the opportunity to attend one of the following: 2012 Annual ALGIM Conference November 2012 Bayview Wairakei Resort, Taupo International Council on Archives Congress (ICA Congress) August 2012 Brisbane, Australia ARANZ Conference Inside & Outside the Box 23 & 24 October 2012 Te Papa, Wellington 25 October 2012 post conference workshops / tours) Course / Conference suggested by successful recipient, approved by ALGIM to the value of $5,000 NZD Award Criteria Information Management Project of the Year This award aims to recognise excellence in information management through an information management project undertaken within a local authority. AWARD CRITERIA / REQUIRED INFORMATION 1. Submit an example of your Information Management related initiative including relevant links and a brief description of between 500 and 700 words (bullet point accepted). Refer to the Points Allocation Guide section on page four for guidance on the four key areas your entry will be ranked against, including a breakdown of maximum points available. 2. Entries must already be in live operation (first phase at least) and demonstrable if required by the judging panel. 3. Attach any additional material, media and references that help to provide a clear understanding of your entry. We ask that you consider the size of any such supplementary information when you submit your entry. 4. Judges will shortlist and select three finalists who will be required to present their entries at the 2012 ALGIM Records Management Symposium. Each presentation will be thirty minutes in length, including five minutes for a Q & A session ALGIM Information / Records Management Awards Guidelines & Information 3

5 Please Note The following points need to be considered with regard to award presentations: The representative/s chosen to present your entry does not have to be the person who submitted the award entry. The representative/s must be an employee of your Council; Vendors are not permitted to make award presentations. However, vendors are able to assist in providing content for your presentation and may answer audience questions at the conclusion of the presentation, if required. If the chosen representative/s presenting your entry attends the 2012 ALGIM Records Management Symposium for the duration of the award presentation only, no registration fee will apply. A registration fee will be charged accordingly, if the chosen representative/s choose to attend all or a significant portion of the 2012 ALGIM Records Management Symposium. 5. A final decision will be made at the conclusion of the award presentations. Please note the judging panel evaluates the presentation on its content, not its delivery. The judging panel s decision is final. POINTS ALLOCATION GUIDE Based on a possible maximum score of 100, each of the following categories will be worth 25 points: 1. Benefits Outline the benefit of your entry and the outcomes in relation to your organisation s vision and strategic direction. 2. Innovation Innovation or best practice within the information management sector extending the boundaries of common practice. 3. Project Management Outline how the project was run and the techniques used to achieve the outcomes. Include communication and buy-in of key stakeholders. Also provide details on costing of the project, including information on the project s forecasted budget versus its actual budget. 4. Success and Effectiveness Outline the successes of the project and how the project achieved its objectives. Include the impact of the project, results, cost saving, efficiency gains, improved service and practicality. Include evidence of an increased commitment to records management, leading to increased motivation, involvement and improvement in business processes within the local authority. Demonstrate preservation of records of permanent value, including adherence to the Public Records Act (PRA) ALGIM Information / Records Management Awards Guidelines & Information 4

6 Information Management Leadership Award - open to all records, archives & information managers This award aims to recognise managers who have displayed excellence in information management leadership within the local government information management sector. The award recognises that people are an important asset in adding value to an organisation and to the achievement of its goals. ALGIM seek nominations for people with a strong vision who successfully help their organisation to achieve its goals people who initiate change or motivate and assist others to succeed. For example this may include: A manager who has promoted awareness of information management within their own organisation, or enhanced the profile of information management in a way that has lead to significant change or; A manager who has promoted awareness of information management systems and processes within their own orangisation, or enhanced the profile of information management in a way that has lead to significant change. This could be a manager who has instigated a major initiative or project that has enhanced the profile of their Council s information management. AWARD CRITERIA / REQUIRED INFORMATION 1. The nominator needs to explain in words (bullet points accepted) why the nominee should be considered for the Information Management Leadership Award. Refer to the Assessment Guide section below for guidance on the three key areas your nomination should address. 2. Nominees for the Information Management Leadership Award need to be an employee of a local authority throughout the entire duration of the award process, including the time of the 2012 ALGIM Records Management Symposium. 3. In addition to the above information, please include a brief biographical outline of the nominee, including education, employment and other activities. 4. Attach any additional material, media and references that help to provide a clear understanding of your nomination. ALGIM asks that you consider the size of any such supplementary information when you submit your nomination. 5. The judging panel s decision is final. ASSESSMENT GUIDE Nominations for the Information Management Leadership Award will be assessed on the following key areas: 1. Challenges Provide a brief outline of the information management challenges facing the nominee s Council. 2. Achievements Describe what achievements the nominee has made within their respective field of information management. 3. Benefits State how the nominee s actions have benefited their Council and their community ALGIM Information / Records Management Awards Guidelines & Information 5

7 Information Management Professional Development Award - open to all staff in records, archives or information management teams This award is to allow for the professional development of staff working within the information management discipline of a local authority. The aim of the award is to provide the successful recipient the opportunity to extend their skill set through attending a conference / course of their choice. AWARD CRITERIA / REQUIRED INFORMATION 1. The nominator needs to explain in words (bullet points accepted) why the nominee should be considered for the Information Management Professional Development Award. Refer to the Assessment Guide section on page 7 for guidance on the key points your nomination should address. 2. Nominees for the Information Management Professional Development Award need to be an employee of a local authority throughout the entire duration of the award process. This includes the time of the 2012 ALGIM Records Management Symposium and the conference / course the successful recipient choose to attend, to maintain eligibility. The award prize is non transferable should the recipient no longer be an employee of a local authority. 3. In addition to the above information, please include a brief biographical outline of the nominee, including education, employment and other activities. 4. Attach any additional material, media and references that help to provide a clear understanding of your nomination. ALGIM asks that you consider the size of any such supplementary information when you submit your nomination. 5. The judging panel s decision is final. Please Note The following points need to be considered with regard to nominations: Nominees for the Information Management Professional Development Award need to provide signed permission to confirm that study leave will be granted, allowing them to attend the conference / course they choose to attend should their application be successful. The signatory needs to be in a position where they have the authority to approve such a request. Registration, accommodation and travel to attend the recipients chosen conference / course will be provided by ALGIM and / or the Award Sponsor (to the value of $5,000 NZD). The award recipient must liaise with ALGIM regarding their itinerary, which ALGIM must approve prior to their departure. Any personal expenses or additional private travel will be the responsibility of the employee attending the conference / course. An article outlining the attendee s experience of the conference / course attended is required to be written in conjunction with ALGIM s Marketing and Communications Coordinator for use in ALGIM publications and publicising the ALGIM Records / Information Management Awards. A short presentation at the 2013 ALGIM Records Management Symposium, outlining the attendee s experience of the conference / course attended may also be required. The attendee will be representing ALGIM at their chosen conference / course and therefore is required to conduct themselves in a professional manner at all times ALGIM Information / Records Management Awards Guidelines & Information 6

8 ASSESSMENT GUIDE Nominations for the Information Management Professional Development Award will be assessed on the following key points: 1. Background & Achievements Outline the nominee s experience in information management and what they intend to achieve by attending one of the conferences / courses on offer. 2. Benefits State how the nominee s professional development will be of benefit to themselves, their Council and their community. Further Information For more information please contact Rebecca Swansson, ALGIM s Conference and Events Coordinator, on +64 (0) or events@algim.org.nz 2011 ALGIM Records & Archives Award Winners Records / Archives Project of the Year Award Winner Hamilton City Council Smart Records Management Project PICTURED Jolanda Simon (ALGIM Executive), Tracey-Lee Bell (Hamilton City Council) & Mike Wanden (ALGIM President) People s Choice Records / Archives Project of the Year Award Auckland Council Transition of Records Management functions of the legacy Auckland Councils into Auckland Council PICTURED Jolanda Simon (ALGIM Executive), Jacqueline Davidson (Auckland Council) & Mike Wanden (ALGIM President) 2012 ALGIM Information / Records Management Awards Guidelines & Information 7

9 2011 ALGIM Records & Archives Award Winners Records Manager / Archivist of the Year Award Winner Stephen Yule Palmerston North City Council PICTURED Jolanda Simon (ALGIM Executive), Stephen Yule (Palmerston North City Council) & Mike Wanden (ALGIM President) 2012 ALGIM Information / Records Management Awards Guidelines & Information 8