Digital Recordkeeping in the Cloud

The conference Transitioning to Digital Recordkeeping, opens in Canberra on 18 September 2012. I will be chairing the opening day with Cathy Meynell-James from the Victorian Government VERS Project. The next day I will be speaking on "Records in the Cloud?", discussing how cloud computing impacts digital records management.

Agenda

18 September 2012

8:30 Registration, coffee & networking

9:00 Welcome remarks from the Chair

LEAD AGENCY PROGRESS

9:10 Becoming the New Zealand Government’s Digital Archive

• How Archives New Zealand is transforming the whole business and bringing paper records along for the ride
• How becoming part of the ICT landscape, working closely with others and being open to a range of options is crucial for successful digital archiving

Greg Goulding, Chief Archivist & General Manager, Archives New Zealand

9:50 The VERS journey & managing challenges around Cloud Computing, mobile technology & social media

• About VERS (Victorian Electronic Record Strategy) and the journey from the early years to the present day
• How current challenges (Cloud Computing, mobile technology, social media) are being managed, from a State Archives perspective

Cathy Meynell-James, Senior Manager, VERS Project, Public Records Office Victoria

PREPARING FOR DIGITISATION

10:30 The development of the Australian commercial records management industry

• Records management principles vs. practices
• Is hardcopy document management a thing of the past?
• Property is still king
• From storage to service

Derryk Guyer, Sales Director, Grace Records Management

11:00 Morning tea & networking

11:30 Getting over the physical hurdles

• Simplifying electronic signatures/authorisation of documents
• Effectively scanning documents and legally disposing of the originals
• Transitioning from shared network drives to EDRMS

Shane Martin, Assistant Director, Information Management, Therapeutic Goods Administration

12:10 Implementing an EDRMS & preparing for digitisation

• How to manage an implementation
• Lessons learned from EDRMS implementations
• The role of governance in embracing digitisation

Sheryl Mapp, Manager, Information Management Division, Reserve Bank of Australia

12:50 Networking lunch

1:50 Improving presentation to the user & business context in EDRMS version control

• How to overcome the weaknesses of traditional ERMS version control – presentation to the user and lack of business context – for more effective digital recordkeeping

Stephen Bedford, Information Management Special Projects, Department of Finance & Services, NSW

2:30 Is a paperless government really achievable?

• Can we achieve a paperless government in the context of the many critical and competing demands facing government organisations?
• How securely automating the capture, processing and archiving of documents can increase efficiency, reduce costs and paper, improve services and see organisations become leaner and greener

Mike Waring, Vice President, Software & Solutions Sales, Australia and New Zealand, Kofax

2:50 Roundtable Discussions

3:30 Afternoon tea & networking

CHANGE MANAGEMENT

4:00 Transitioning in the geographically diverse Department of Foreign Affairs & Trade

• The journey so far and the change management processes required to be effective
• The elements of DFAT’s success – from business drivers to an effective communications strategy, tailored training and the approach taken to the roll out and document migrations

Kathy Nelson, Director Corporate Records Section, Department of Foreign Affairs & Trade

4:40 Engaging users to ensure success

• About the department’s Records Management Strategy
• The important role a renewed focus on governance, systems, training and compliance has on success
• How the department is engaging with stakeholders to ensure improvements

Kye O’Donnell, Records Manager, Department of Justice, VIC

5:20 Closing remarks from the Chair & close of day one

19th September, 2012

8:30 Registration, coffee & networking

9:00 Welcome remarks from the Chair and recap of day one

MAKING THE TRANSITION

9:10 Making the transition in the Defence environment

• Defence’s journey so far
• How the department is managing the people/culture side of the transition

Andrew Garland, Director Records Management Policy, Department of Defence

9:50 Records in the Cloud?

• Open access
• Finding Information
• Web friendly document formats
• Enabling Government 2.0

Day 1 Agenda Tuesday 18th September, 2012

8:30 Registration, coffee & networking

9:00 Welcome remarks from the Chair

LEAD AGENCY PROGRESS

9:10 Becoming the New Zealand Government’s Digital Archive

• How Archives New Zealand is transforming the whole business and bringing paper records along for the ride
• How becoming part of the ICT landscape, working closely with others and being open to a range of options is crucial for successful digital archiving

Greg Goulding, Chief Archivist & General Manager, Archives New Zealand

9:50 The VERS journey & managing challenges around Cloud Computing, mobile technology & social media

• About VERS (Victorian Electronic Record Strategy) and the journey from the early years to the present day
• How current challenges (Cloud Computing, mobile technology, social media) are being managed, from a State Archives perspective

Cathy Meynell-James, Senior Manager, VERS Project, Public Records Office Victoria

PREPARING FOR DIGITISATION

10:30 The development of the Australian commercial records management industry

• Records management principles vs. practices
• Is hardcopy document management a thing of the past?
• Property is still king
• From storage to service

Derryk Guyer, Sales Director, Grace Records Management

11:00 Morning tea & networking

11:30 Getting over the physical hurdles

• Simplifying electronic signatures/authorisation of documents
• Effectively scanning documents and legally disposing of the originals
• Transitioning from shared network drives to EDRMS

Shane Martin, Assistant Director, Information Management, Therapeutic Goods Administration

12:10 Implementing an EDRMS & preparing for digitisation

• How to manage an implementation
• Lessons learned from EDRMS implementations
• The role of governance in embracing digitisation

Sheryl Mapp, Manager, Information Management Division, Reserve Bank of Australia

12:50 Networking lunch

1:50 Improving presentation to the user & business context in EDRMS version control

• How to overcome the weaknesses of traditional ERMS version control – presentation to the user and lack of business context – for more effective digital recordkeeping

Stephen Bedford, Information Management Special Projects, Department of Finance & Services, NSW

2:30 Is a paperless government really achievable?

• Can we achieve a paperless government in the context of the many critical and competing demands facing government organisations?
• How securely automating the capture, processing and archiving of documents can increase efficiency, reduce costs and paper, improve services and see organisations become leaner and greener

Mike Waring, Vice President, Software & Solutions Sales, Australia and New Zealand, Kofax

2:50 Roundtable Discussions

3:30 Afternoon tea & networking

CHANGE MANAGEMENT

4:00 Transitioning in the geographically diverse Department of Foreign Affairs & Trade

• The journey so far and the change management processes required to be effective
• The elements of DFAT’s success – from business drivers to an effective communications strategy, tailored training and the approach taken to the roll out and document migrations

Kathy Nelson, Director Corporate Records Section, Department of Foreign Affairs & Trade

4:40 Engaging users to ensure success

• About the department’s Records Management Strategy
• The important role a renewed focus on governance, systems, training and compliance has on success
• How the department is engaging with stakeholders to ensure improvements

Kye O’Donnell, Records Manager, Department of Justice, VIC

5:20 Closing remarks from the Chair & close of day one

Day 2 Agenda Wednesday 19th September, 2012

8:30 Registration, coffee & networking

9:00 Welcome remarks from the Chair and recap of day one

MAKING THE TRANSITION

9:10 Making the transition in the Defence environment

• Defence’s journey so far
• How the department is managing the people/culture side of the transition

Andrew Garland, Director Records Management Policy, Department of Defence

9:50 Records in the Cloud?

• Open access
• Finding Information
• Web friendly document formats
• Enabling Government 2.0

Tom Worthington, Adjunct Lecturer, Research School of Computer Science, Australian National University

10:30 Panel – Digital Recordkeeping in the Cloud

Leon O’Reilly, National Innovation Manager, Integrated Sales and Marketing Division, Fuji Xerox Australia Tom Worthington, Adjunct Lecturer, Research School of Computer Science, Australian National University

11:00 Morning tea & networking

11:30 Laying the groundwork, dealing with challenges & making it happen

• How DEEWR converted a major business area to digital recordkeeping and made savings of $150,000 a year
• How to respond when the business group isn’t ‘ready to go’ – mobilising change management and additional support

Amanda Harris, Director Records & Information Management, Department of Education, Employment & Workplace Relations

12:10 Improving business performance through document automation

• How the digitisation of paper-based processes can increase efficiency and effectiveness across your organisation
• The business areas where digital solutions can be implemented to maintain digital continuity, such as: Accounts Payable, HR, Applications Processing and other transactional based systems

Ken Macdonald, Sales Manager, Converga

MANAGING RISKS & CHALLENGES

12:30 Managing access to digital records

• Ensuring your EDMS doesn’t lock up information unnecessarily in personal or micro silos
• Putting in place business rules, advice and practices that balance need to know with need to share
• Helping EDMS users to manage risk

Guy Allen, Records Manager & Agency Security Advisor, Murray-Darling Basin Authority

1:10 Networking Lunch

2:00 The critical role of user adoption in the transition to digital record keeping

• Discover the key barriers to achieving the transition to digital records
• Understand key strategies to increase user adoption of EDRMS Systems

Adrian Rudman, General Manager, Asia Pacific, Objective

MAKING IT HAPPEN

2:40 What we know now that we wish we knew then – reflections on DPS’ journey

• When, why and how the DPS implemented its EDRMS
• Key lessons learned – what we wish we knew then
• The current state of play and what the future holds

Paul Oglethorpe, Director Knowledge Management, Department of Parliamentary Services

3:20 Afternoon tea & networking

3:40 Digital recordkeeping & disaster recovery

• Lessons Victorian Councils learnt about Records Management during the 2009 Bushfires
• What Yarra Ranges Council are working on to improve their response and recovery in a future emergency eve

Debbie Maggs, Information Management Archives Project Officer, Yarra Ranges Council

4:20 Victorian Local Government’s ‘Information Trek’

• Journey to meet the overwhelming challenge of past, present and future information demands
• ECM Step Program
• Records Storage and Digitisation Project

Ruth Edge, Information Management Coordinator, Yarra Ranges Council

5:00 Closing remarks from the Chair & close of conference