implementation of erdms at the scottish executive ken glasgow corporate records manager
TRANSCRIPT
Implementation of ERDMS at Implementation of ERDMS at the Scottish Executivethe Scottish Executive
Ken GlasgowKen Glasgow
Corporate Records ManagerCorporate Records Manager
Who?Who?
The devolved administration of The devolved administration of ScotlandScotland
9 Departments9 Departments
5,000 staff5,000 staff
What we have nowWhat we have now
Paper based systemPaper based system
Computerised file tracking and Computerised file tracking and retrieval system – IMPReSretrieval system – IMPReS
1.4m records on the database1.4m records on the database
Online file requesting – NETIMPReSOnline file requesting – NETIMPReS
Annual file review by dedicated Annual file review by dedicated reviewers reviewers
The problems with thatThe problems with that
Limited searchingLimited searching
Inconsistent titlingInconsistent titling
Not all inclusiveNot all inclusive
Other alternatives now available Other alternatives now available electronicallyelectronically
Why are we moving to an ERDMS?Why are we moving to an ERDMS?The drivers:The drivers:
LegalLegal
PoliticalPolitical
BusinessBusiness
SE Information Management SE Information Management PrinciplesPrinciples
11. . We treat information as a SE resourceWe treat information as a SE resource
2. We are all responsible for our information2. We are all responsible for our information
3. We make information accessible to others3. We make information accessible to others
4. We keep records of what we do4. We keep records of what we do
5. Our information is accurate and fit for purpose5. Our information is accurate and fit for purpose
6. Our information complies with regulations & 6. Our information complies with regulations & legal requirementslegal requirements
So……….What’s new?So……….What’s new?
A corporate file planA corporate file plan
What we have nowWhat we have now
Branch – Theme – Subtheme – FileBranch – Theme – Subtheme – File
HD: Community Care Division: Care Standard & HD: Community Care Division: Care Standard & Sponsorship –Sponsorship –
National Care Standards -National Care Standards -
General –General –
General papersGeneral papers
A lot about A lot about who –who –not much about not much about whatwhat
The new ERDM fileplan The new ERDM fileplan
Four levels of classificationFour levels of classification
3 levels based on Government 3 levels based on Government Category List (GCL)Category List (GCL)
44thth level describes activity level describes activity undertakenundertaken
55thth level defines the file where level defines the file where documents and records are storeddocuments and records are stored
How that worksHow that works
Level One: Crime, law, justiceLevel One: Crime, law, justice and rightsand rights
Level 2: LawLevel 2: Law
Level 3: Civil lawLevel 3: Civil law
Level 4: Advice and policyLevel 4: Advice and policy
Level 5 file: Level 5 file:
Family law: Physical punishment of children: Advice Family law: Physical punishment of children: Advice and policy: 2005-and policy: 2005-
Roles & Responsiblities: The Roles & Responsiblities: The Records Management Team (RMT)Records Management Team (RMT)
File creationFile creation
Assignation of privilegesAssignation of privileges
Maintenance of the FileplanMaintenance of the Fileplan
Servicing requests for physical filesServicing requests for physical files
Closure of all virtual filesClosure of all virtual files
Transfer of custody of physical filesTransfer of custody of physical files
Review and sentencingReview and sentencing
Roles & responsibilities: the Roles & responsibilities: the Information Management AdviserInformation Management Adviser
Monitor Departmental file requestsMonitor Departmental file requests
Consultation on fileplan changesConsultation on fileplan changes
Monitor Temporary Storage SpaceMonitor Temporary Storage Space
Agree and review retention periodsAgree and review retention periods
First line support (IM, DPA, FOIFirst line support (IM, DPA, FOI
Advise Departmental ManagementAdvise Departmental Management
Conduct AuditsConduct Audits
Information Management Support Information Management Support OfficersOfficers
Authorise file creationAuthorise file creation
Monitor file closureMonitor file closure
Delete & move documentsDelete & move documents
Manage access rights and associated Manage access rights and associated privilegesprivileges
Advice & guidanceAdvice & guidance
Retention and disposalRetention and disposal
Applied to file Applied to file typestypes
Only Records Management can Only Records Management can amend or execute disposalsamend or execute disposals
The numbers to dateThe numbers to date
52,000 documents on the system52,000 documents on the system
600 users live600 users live
30,000 documents in “home” folders 30,000 documents in “home” folders (10,000 of which are owned by 10 (10,000 of which are owned by 10 staff!)staff!)
The Benefits 1The Benefits 1The Short TermThe Short Term
Increased information sharingIncreased information sharing
Progress towards Government targetProgress towards Government target
Reduced reliance on paper filesReduced reliance on paper files
Reduced reliance on casual clerical Reduced reliance on casual clerical staffstaff
The Benefits 2The Benefits 2The Longer TermThe Longer Term
Increased office spaceIncreased office spaceReduced carriage of paper between Reduced carriage of paper between buildingsbuildingsReduced off site storageReduced off site storageReduced time spent filingReduced time spent filingReduced time spent searching for Reduced time spent searching for materialmaterialIncreased ability to meet legal Increased ability to meet legal requirementsrequirements
The lessons 1The lessons 1It isn’t really about technology – it’s about It isn’t really about technology – it’s about cultural changecultural change
Education, education, education – as early Education, education, education – as early as possibleas possible
File planning isn’t easy – it needs to be File planning isn’t easy – it needs to be started as early as possible and users started as early as possible and users have to be involved from the outsethave to be involved from the outset
If people don’t know how to search If people don’t know how to search properly, it doesn’t workproperly, it doesn’t work
The lessons 2The lessons 2
Communication, communication, Communication, communication, communicationcommunication
Roll-out has to relate to the Roll-out has to relate to the corporate pressures calendarcorporate pressures calendar
Go live date should be dependent on Go live date should be dependent on user sign-off of key issues – user sign-off of key issues – implementation should not be driven implementation should not be driven against an artificial timetableagainst an artificial timetable
The lessons 3The lessons 3
Training for implementation should Training for implementation should be linked to actual work be linked to actual work
People need step-by- step guidesPeople need step-by- step guides
Some of the routines are laboriousSome of the routines are laborious
Luddites - Nigel Luddites - Nigel
We can’t get the staff these daysWe can’t get the staff these days
QUESTIONS?QUESTIONS?