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Harnessing the Information Beast

Harnessing the Information Beast. Ruth Edge Yarra Ranges Council. Toula Varvarigos E-Assure. The Multi-headed Beast . The Multi-headed Beast at work. CEO/Directors. Councillors. IT Manager. Business Unit Manager. Records Manager. Business Systems. The Beast is Sick – A council.

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Harnessing the Information Beast

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  1. Harnessing the Information Beast Ruth Edge Yarra Ranges Council Toula Varvarigos E-Assure

  2. The Multi-headed Beast

  3. The Multi-headed Beastat work CEO/Directors Councillors IT Manager Business Unit Manager Records Manager Business Systems

  4. The Beast is Sick – A council • COLAC

  5. Changes in the Service Paradigm for Councils • Integrated, citizen-centric service delivery (vs answer depends on which Council department you talk to) • Electronic service delivery • Single source of information from Council • Whole of government integration and service delivery • Shared services across LG Information management, and council records underpin ALL of the above

  6. Quality Content is Critical to a Quality Service. • In all most all of councils services the quality of the information content they manage is just as critical as the asset in delivering a quality service. Building Planning Rates Local Laws Animal Management Occupation and built form records Land use records Property Ownership

  7. Council Services are Ongoing But delivered at a point in time Service Continuity Whilst the service is delivered at a point in time, for example an M&CH consultation or a planning permit approval the decisions that accompany them are made in the context of the past and future. In order to make good decisions the service owner needs to know What has happened in the past What is happening now What is planned for the future

  8. Local Government is unwell

  9. Aggravating the Beast Council History • Amalgamation 1994-1995 and beyond….. Greater Scrutiny on IM and RM • Freedom of Information Act 1989 – FOI Commissioner • VAGO Report on Records Management in Victorian Government 2008 • Changes to the Evidence Act 2010 – greater dependency on electronic records • PROV Standards 2009 – 2011 – ( from 5 to 214+ compliance measures) Auditability!!!! • Public Records Act review • Public Sector Information Release Framework – September 2009 • Shared Services • Ombudsman and 2011 Work Safe Report - $$$ penalties

  10. Calm the Beast • In 2009/10, the MAV initiated the Step Enterprise Content Management (Records Management) Program, which included partnering with the Public Records Office Victoria (PROV) and other key stakeholders, to produce: •  a Records Management Better Practice Guide and checklist • a capacity-building program : • Council visits by independent providers to assess the current position of each Council, • Support ongoing capacity improvement over time and conduct sector-wide benchmarking (on a confidential basis), using a scorecard approach to identify improvement opportunities • WIKI • The development of an FOI Good Practice Guide and checklist • The development of a Privacy Good Practice Guide and checklist

  11. A new way of thinking • The VAGO report of 2008 into public sector records management (including local Government)  concluded that: • Most agencies did not adopt a strategic approach to records (information) management, which poses a significant organizational challenge…they have not established comprehensive frameworks to manage their records…more support is required from senior management

  12. Harness the Beast Ride on • Dealing with the painful past • Back Scanning and storage • Changing work practices • Building innovation • Collaboration across professions and sectors

  13. Moving Forward Improvement Challenge Performance standards and public reputation rely on accurate records … Failure to effectively implement sound administrative practices and professional standards can compromise an agency’s functions, undermine its credibility and impact negatively on the public’s perception of it and the public sector in general. Worksafe Ombudsman's Report

  14. Moving Forward Improvement Challenge Marian Wright Edelman: ‘We must not, in trying to think about how we can make a big difference, ignore the small daily differences we can make which, over time, add up to big differences that we often cannot foresee’

  15. Questions ? Ruth Edge Yarra Ranges Council 9294 6799 r.edge@yarraranges.vic.gov.au http://www.yarraranges.vic.gov.au Toula Varvarigos Director Assurance Services 0409 814 286

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