Knowledge and Information Management Strategy2012-2014 July 2012

Key tasks:

•Redefine & collect the future record•Innovate to optimise physical and digital preservation•Widen our funding base•Agile, confident, innovate & efficient•More open, inclusive & used record

Our Public Task:

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Supported by KIM core outputs:

•We create the right information for the business•We know what information we have and can find it quickly •We understand the value, costs and risks of our information and systematically protect, keep, use, leverage and share it accordingly•We systematically share our knowledge and collaborate

2011-15 business plan

Key themes:

•Transformation•Innovation•Savings•Generate funding•Quality•Leadership•Transparency•Access

2011-15 business plan

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The current picture: how does KIM help?Redefine & collect the future record:

We don’t yet do IM best practice all round: constrains our expertise with government; (c.f . IMA)

Agile, Confident, Trusted, Efficient:Margin:

Provide more open, inclusive & used record:

Innovate to optimise physical and digital preservation:

We’ve improved understanding of value, costs & liabilities of our information (IAOs, digital continuity, IAP)

Good KIM practice is only saving money at the margins e.g. some data and paper reduction

We collaborate /share knowledge well across specific projects /workstreams but don’t do it more generally across TNA to enable effective change

We don’t find or reuse information as efficiently as we should, and information tools can get in the way

We don’t systematically capture expertise before it leaves TNA

We can still get a lot more value from existing IM tools

We don’t manage knowledge or information to help increase revenue or profit; but starting to do big data analysis

Vertical KM is very good vertically e.g. ARK to public, Education to schools, but less good laterally

From an IM perspective, our commercial information assets e.g. Digital images are not efficiently managed in corporate systems

intranet content management is poor: Narnia refresh project

We don’t yet know what to do post-Objective

Good business IM supports TNA paper archive and building infrastructure management Difficult for external collaborators

to use TNA info systemsKIM contributing to secure web archiving, and piloting 20 year & digital appraisal approaches

We can do more on transparency e.g. publish IAP

KIM is reducing paper and data volumes (email, file destruction, copying policy)

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Where’s the most effective KIM focus going forward?

Information controls and governance

Keep, find and reuse the right information

Knowledge sharing Agile, confident,

trusted, efficient

Ensures statutory compliance

Collection

KIM Business plan

Preservation

More effective discovery of business information Reduce data and paper storage costMore effective information reuse

More cost effective use of information tools

Creates capability for change

Facilitates and encourages transparency

Surfacing existing knowledge facilitates creative problem solving

KIM role on sensitivity, 20 year, digital continuity, informs TNA internal plans on future IM and efficiency, and external advice on accession

Improves quality of our own records

Tests & validates external advice on records management

Controls underpin effectiveness, which enables collaboration

We want to be able to change, and grow our capability & effectiveness, through better

connectivity and knowledge sharing

We need to improve decision making quality and our efficiency by

improving how we keep, find and reuse our information

We must comply with information legislation by improving our information

governance & management processes

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Directly relevant KIM activities 2012-2013

Key business plan themes

Key business plan tasks

Relevant business plan projects 2012-2013

Transformation

Quality

Contribution

Savings

Innovation

Access

Leadership

Transparency

Collection: redefine and collect the future record

Preservation: innovate to optimise preservation

Margin: widen funding base

Agile, confident, trusted, efficient: values, talent & leadership, performance management

Access: more open, inclusive and used record

Web archiving

Reduce CO2

Greening government commitments

Values

20 year rule: efficiencies on transfer; transparent reporting

Digital transfer and accession

Future workforce

User participation approach (volunteers)

Share business approaches with whole archive sector

Knowledge capture development

Objective 7.5 upgrade

Values, excellence projects

Other relevant supporting KIM activity

Copyright risk management

Email reduction & transfer; shared drives

KIM best practice sharing with sector

Fully implement IMA action plan

Develop KIM performance & output measures

Taking forward sensitivity

KIM team paper files & 2003-2008 file plan projects appraisal, selection, sensitivity, transfer; email

Objective search project

Business data destruction via WTK

new online GSI training

Develop Online KIM training

Publish IAR

Fully develop IAR

Define customer service offering

Ongoing IM risk mgt through IG structure

Review, disposition & transfer of paper files [also, Access]

Develop big data analysis useful to TNA[also, Collection]

Complete network drives mapping & governance

SIRO training project

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Locog accessionKIM 2003-2008 file plan project

Staples policy

Narnia project[also, Agile]

Putting it into practice: by 2014

We are fully in control of our information:

•We know what i we have and why, & where and how to find and keep it

•We identify & manage i risks, and

exploit i opportunities

•We have good governance &

accountability across all i

We keep, find and reuse the right information:•We make tools work for us, not us for them, and can map the future

•We have better and simpler IM processes, policies and guidance

•We leverage the value of our i including through big data analysis

•We accession & publish more, & more quickly

We connect and collaborate:•We learn from other teams, to innovate and improve

• We learn before, during and after projects in an embedded way

•Accessible information and knowledge through collaboration supports lateral integration and transparency

control effectiveness collaboration

So we can:

•Ensure compliance (Agile etc)•Test and help inform how we should advise government (collection)•Improve quality of our own records (collection)

So we can:•Cut data and paper (Agile etc; collection; innovate etc)•Better accession & publish (open; collection)•Increase staff effectiveness (Agile etc)•Make the best use of our info tools (Agile etc)•Understand the way forward on digital (collection; innovate; open)

So we can:

•Help enable the change process around all the Public Task & Business Plan challenges (all)

control effectiveness transformation

The outcomes should be that…

•Narnia is a significantly better tool for collaboration and more people are using it in this way

•We have built a knowledge benchmarking tool and teams are using it to help themselves and each other to improve and innovate

•Objective is more integrated & easier to use; file plan usage has increased;

•We are rewarding teams and individuals for sharing and collaborating

•We know what to keep, why & where it all is

•We are destroying information & paper we don’t need, saving money & emissions

•We are fully compliant with all external and internal audits

•We know how to maintain digital continuity and this is a driver for efficient technology decisions

•We have identified the post-Objective future

•Information Asset Managers competently manage their assets with simple procedures and support IAOs

•We can scale up digital appraisal, sensitivity review, redaction & accession

•Teams and projects are reusing easier-to-find useful information

•We are measuring how KIM helps deliver TNA objectives, using Whitehall best practice but also innovating measures

•We are exploiting all TNA data sources for business analysis

•Information Asset Owners are effective in identifying and managing risks and exploiting opportunities across CIA, and are held accountable by DCS/SIRO

•We have fully developed & published a corporate Information Asset Profile

•We are staying well ahead of the curve on 20-year paper file accessions

•Digital continuity issues are fully captured in the IAP

•We have simpler, more helpful IM policies, guidance & training, & more on-line

•An improved staff directory fosters collaboration

•Systematic information and knowledge sharing has increased transparency

•We are systematically planning for and capturing knowledge from key staff before they leave TNA

•We give fully integrated KIM support to IA in delivering CIA assurance

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Key indicators

Corporate: compliance & risk management Corporate: Info sharing & exploitation

Business plan: themes supportBusiness plan: projects support

•Audits (IMA: 13/20 ‘best practice or good’; personal data review, Internal Audit: green)

• Technology risk register: RRA 3

• 98% IAO compliance

• 75% corporate data covered by WTK

•877 staff GSI trained

•No backlog for 20 year rule accessions

•1250 staff KIM helped through KIM helpdesk

•115 new entrants IM trained

•843,000 docs viewed & edited in Objective

•179,000 emails put in Objective

•5200 registry paper files found & put in registry

•20 year rule: SLTP data collection & analysis

•Digital sensitivity; participation in project

•Reduce paper/CO2: data and paper destroyed

•Robust performance management: KIM Objective design for PM

•Archive Accreditation: Objective Connect role

•Innovation: 2003-8 file plan project;

•Savings: data & paper destroyed

•Quality: IM risk management

•Leadership: SIRO training

•Transparency: IAR

Statistics for calendar year 2012