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Information Management: Principles and Practices

What is Information?. Information is:

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Information Management: Principles and Practices

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    1. Information Management: Principles and Practices AFOA National Conference 10 February 2005 David Willey, CA Office of the Auditor General of Canada

    2. What is Information? Information is: “Data in context” “Representation of facts, ideas or opinions…” Information comes in many forms: Spoken word Image or picture Written word More importantly, information is a strategic resource

    3. Information is a Strategic Resource Integral part of business Managed as an asset - from planning to disposal Everyone has a responsibility

    4. Information Management Life Cycle

    5. Information Needs Why is the information needed? What information is needed? Consultation and coordination

    6. Information Acquisition Does the information exist? Where does it reside or where can it be found? How best can it be captured? Ease of capture and cost? Privacy and legal issues? Quality at point of capture Prevention and correction costs Impact of Internet

    7. Organization and Storage Data standards Categorization Data modelling Quality Security Disposal

    8. Quality of Information Important to information value Critical success factor “Fitness for use” Quality assurance plans Quality at source versus end of information chain

    9. Quality of Information Financial information quality practices Pre and Post payment verification Review and sign-off of financial information Data quality improvement goals in manager performance contracts System edits Reconciliations Ad hoc data cleansing Consistency across organization

    10. Use and Distribution Responds to information needs Ease of access Flexibility of reporting Analytical tools

    11. Continuous Improvement Changing requirements Feedback “Black books” Consultation Best Practices Ongoing review

    12. Selected Resources Treasury Board Secretariat (Canada) – Information Management Portal (http://www.informationmanagement.gc.ca/) Treasury Board Secretariat (Canada) – Information Management Resource Centre (http://www.cio-dpi.gc.ca/im-gi/index_e.asp) Library and Archives Canada – Information Management Capacity Check (http://www.collectionscanada.ca/06/0603/060301_e.html) Center for Technology in Government (SUNY Albany) – Insider’s Guide to Using Information in Government (http://www3.ctg.albany.edu/projects/uig) Office of the Auditor General – April 2003 Report – Chapter 2 – Managing the Quality of Financial Information (http://www.oag-bvg.gc.ca/domino/reports.nsf/html/20030402ce.html)

    13. Questions or comments David Willey (613) 995-3708 david.willey@oag-bvg.gc.ca

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