anisha james
TRANSCRIPT
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Electronic Documents &
Records Management for the
Public Sector
Australian National Audit Office (ANAO)
Anisha James, Records Manager
February 2012
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ANAO Mission
Improve public administration for the
Commonwealth of Australia
110 years of operation
280 Financial Assurance Audits
50 Performance Assurance Audits
6 Better Practice Guides
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Business Requirements
Auditors not required to learn Record
Keeping
Collection of documents from GovernmentAgencies
Migrated to EDRMS
Allows Auditors to create Electronic
Records
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ANAO EDRMS
E-HIVE
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Benefits
Productivity
Reduced Audit effort by 5 to 6 weeks per audit
Federated searching and evidence not missed
Easier evidence collection Electronic, OCR scanning
Enterprise and Team File sharing in a secure environment
Reduced Costs
Records staffing reduced
File transport and storage costs reduced
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Whats Next
Automated Workflow
Improve bulk scanning
Improved Federated Searching
Destruction of more paper files - 2018
Improved records management reporting
More productivity savings
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Implementation of
EDRMS Phase 1
EDRMS Improvement forInformation
Management & General Record Keeping
Beneficial to Department
Stakeholder Environments
Project Budgets
Record Officers to be knowledgeable
Risks & Strategies forIssues
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Implementation of
EDRMS Phase 2
Format of current Records
Software in use
Records created on quarterly basis
Review of access & Security Rightswithin the Record Officers Standard
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Implementation of
EDRMS Phase 3
Rollout
Scope
The use
Records Management
Systems benefits of the EDRMS,
Savings and ROI
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Format for Digital
Records Retention
Exploration of reasoning for Digitalizing
Accumulated Records
Consideration for different Digitizationrationales
Assistance Agency's justification & planning
Correct decisions for source Records afterdigitization
Current Standards - XML
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Moving it into Digital
Archives
Equipment used for Scanning of
Records
Skilled Staff
Quality Assurance
Security
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Moving it into Digital
Archives
File Formats & Media Information
Migration/Conversion Activities
Characteristics which preserve & ensure
authenticity
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Moving it into Digital
Archives
Disposal of Duplicates
Authenticity & accountability
What is a TRUE Record
Reduced costs associated with
duplicates
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Complying with Legal and
Business requirements
Following Current Standards and Legal
Requirements:
Eg: National Archives of Australia
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Overview
Planning constant Business Collaboration
Don't Force Change within Agency
Be prepared for leaving Paper Base
Records behind
Always abide by Legal Requirements