records & information management - Akolade

22 Jul 2015 - T | 61 2 9247 6000 F | 61 2 9247 6333 E | registration@akolade.com.au W | akolade.com.au ORGANISED BY: 1. RECORDS & INFORMATION. MANAGEMENT ... Manager - Administrative Data. Acquisition Unit, Australian. Bureau of Statistics ... Privacy and Data Protection. Catherine Robinson, Senior.
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PUBLIC SECTOR

RECORDS & INFORMATION MANAGEMENT ADOPTING DIGITAL PROCESSES TO OPTIMISE BUSINESS VALUE JULY 22-24 2015 THE GRACE HOTEL, SYDNEY

EARLY BIRD DISCOUNTS AVAILABLE SAVE $440 OFF THE STANDARD PRICE

KEY SPEAKERS Katharine Stuart, Acting Director - Digital Strategy and Solutions, National Archives of Australia

Elizabeth Tydd, Information Commissioner & Chief Executive Officer, Information and Privacy Commission NSW

11 EXCLUSIVE CASE STUDIES

Claire Holt, Chief Health Information Manager, Portland District Health

Dr Monica Trujillo, Chief Medical Information Officer, UnitingCare Health

KEY BENEFITS OF ATTENDING

Dr. Kate Harrington, Director - Information Management, Office of Finance and Services

Ben Dornier, Director Corporate and Community Services, City of Palmerston NT

Matthew Smith, Head of Information Management, Department of Premier & Cabinet VIC

Len Lehmann, Manager – Information & Records Management, Department of Veterans Affairs

• Transition from paper based to digital processes

Imogene McKinnon, Acting Manager - Administrative Data Acquisition Unit, Australian Bureau of Statistics

Chi Nguyen, Digital Information Manager, Macquarie University

• Embed knowledge sharing to drive efficiencies across your organisation

Gabrielle Ingram, Manager – Corporate Information, Griffith University

Kate Cumming, Records Management Team Leader, City of Sydney

Catherine Robinson, Senior Project Officer - Government Recordkeeping, State Records Authority of NSW

Andrew Warland, Information Architect Document and Records Management, UnitingCare NSW & ACT

Paul O’Connor, Information Security Audit Advisor, Office of the Commissioner for Privacy and Data Protection

Rob Lewis, Records and Information Coordinator, Maroondah City Council

• Develop a strong information management strategy • Understand how metadata can be implemented to make your records and information accessible

• Adapt to changing standards and compliance

• Maximise the business value of information management

ENDORSERS

Rob Nicol, Information Services Coordinator, Port Stephens Council

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RECORDS & INFORMATION MANAGEMENT CONFERENCE DAY ONE WEDNESDAY - 22ND JULY 2015

2:40 Afternoon tea INFORMATION AS A STRATEGIC ASSET

8:00 Registrations open 9:00 Opening remarks from the Chair Rob Lewis, Records and Information Coordinator, Maroondah City Council COMPLIANCE AND STANDARDS

9:10 KEYNOTE: Privacy and access to government information • Overview of the application of the Government Information (Public Access) Act 2009 • Facilitating open access through proactive disclosure, informal release and access applications • The future of open government and where to from here? Elizabeth Tydd, Information Commissioner & Chief Executive Officer, Information and Privacy Commission NSW

9:50 KEYNOTE: Outlining new State standards • Supporting digital records and information management through sound information management practices • Assisting NSW public offices to meet the requirements of the State Records Act • Streamlining requirements for effective records and information management Catherine Robinson, Senior Project Officer - Government Recordkeeping, State Records Authority of NSW

3:10 CASE STUDY: Unlocking the potential of open government for innovation and transparency • Creating a culture of engagement and external collaboration • Publishing structured data and combining data sets amongst other departments • Accelerating online transparency Dr. Kate Harrington, Director - Information Management, Office of Finance and Services

3:50 CASE STUDY: The future of information access • Improving information access • Creating and managing your digital records • How to secure, store and preserve your records, both physical and digital Chi Nguyen, Digital Information Manager, Macquarie University

4:20 Closing remarks from the Chair 4:30 End of conference day one

CONFERENCE DAY TWO THURSDAY - 23RD JULY 2015 8:00 Registrations open 9:00 Opening remarks from the Chair Ben Dornier, Director - Corporate and Community Services, City of Palmerston NT

10:30 Morning tea 11:00 KEYNOTE: Between digital transition and continuity • Digital transition progress in Australian government agencies • Measuring transition – metrics, targets and success • Continuity and the future Katharine Stuart, Acting Director - Digital Strategy and Solutions, National Archives of Australia MOVING TOWARDS DIGITISATION

11:40 CASE STUDY: Improving staff empowerment to transition to digital processes • Why knowledge empowerment is important component to any transition • How knowledge empowered staff become the drivers of the transition • How to coordinate an approach to staff empowerment Len Lehmann, Manager – Information & Records Management, Department of Veterans Affairs

12:20 Lunch 1:20 CASE STUDY: Transitioning from paper-based to digital records practices • The catalyst for change: transferring responsibility of the records unit from corporate governance to information services • The technology that started facilitated the process • The snowball effect: how the University will capitalise on the digitisation progress to date Gabrielle Ingram, Manager – Corporate Information, Griffith University

2:00 CASE STUDY: Building organisational capability in delivering digital service

ENABLING KNOWLEDGE SHARING AND MEASURING EFFICIENCIES

9:10 CASE STUDY: Leveraging technologies to encourage a culture of openness and engagement • Strategic uses of records and information management • Defining roles and accountabilities • Developing approaches to assess risks that could affect your department’s functions Imogene McKinnon, Acting Manager - Administrative Data Acquisition Unit, Australian Bureau of Statistics

9:50 CASE STUDY: Information management by design: having the right information to optimise value and minimise risk • Realising strategic value from information • Building protection and management into system and process design • Partnering with the right people to make informed, strategic and risk-based decisions Kate Cumming, Records Management Team Leader, City of Sydney

10:30 Morning tea INFORMATION SECURITY

11:00 A new protective data security framework for the public sector • Key drivers for a new approach to data protection • New legislation and a new regulator • ‘Best of breed’ approach used to develop the Protective Data Security Framework • Where to from here? Paul O’Connor, Information Security Audit Advisor, Office of the Commissioner for Privacy and Data Protection

• Keeping abreast with technological development • Balancing cost efficiency and usability • Developing a capability improvement plan to reach targets Matthew Smith, Head of Information Management, Department of Premier & Cabinet VIC

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RECORDS & INFORMATION MANAGEMENT PUBLIC VS PRIVATE SECTOR

POST CONFERENCE WORKSHOPS DAY • THREE FRIDAY 24TH JULY 2015

11:40 PANEL DISCUSSION:

Public vs private sector; working with information management • • • •

Managing performance of outsourced services Using evidence to support decision making and planning Mitigating risks from joined up initiatives Security of systems and information Moderator: Ben Dornier, Director - Corporate and Community Services, City of Palmerston NT Panellists: Dr Monica Trujillo, Chief Medical Information Officer, UnitingCare Health Andrew Warland, Information Architect - Document and Records Management, UnitingCare NSW & ACT Imogene McKinnon, Acting Manager - Administrative Data Acquisition Unit, Australian Bureau of Statistics Rob Nicol, Information Services Coordinator, Port Stephens Council

12:20 Lunch METADATA AND INFORMATION TAXONOMIES

1:20 CASE STUDY: Using both taxonomies and metadata to make your information easier to search • Understanding how taxonomies and metadata influence information architecture • Enhancing retrieval by using taxonomies • Incorporating best practices for planning, designing and developing enterprise portals Ben Dornier, Director - Corporate and Community Services, City of Palmerston NT IMPLEMENTING RECORD-KEEPING SYSTEMS

2:00 CASE STUDY: Creating electronic records • Developing a governance and operating model for continuous improvements • Addressing emerging issues for records management including email management and social media records • Making electronic records accessible and reusable Claire Holt, Chief Health Information Manager, Portland District Health

2:40 Afternoon tea 3:10 CASE STUDY: Best practices for automating records management • How to identify, capture, classify and transfer electronic records • Leveraging content analytics and metadata to automate management of electronic records • Securing retention and disposition of electronic records Dr Monica Trujillo, Chief Medical Information Officer, UnitingCare Health

3:50 CASE STUDY: Implementing an EDRMS and measuring its success • Inc reasing staff productivity through defined business rules and training • Efficient information storage, retrieval and access • Mandating and facilitating the capture of electronic documents and records into an EDRMS Rob Lewis, Records and Information Coordinator, Maroondah City Council

4:20 Closing remarks from the Chair 4:30 End of conference day two

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WORKSHOP A 9:00-12:00: How to plan and implement a digitisation program

This course is specifically designed to support organisations who have already begun, or who wish to begin, scanning their documents and records, and who want to know how to develop their digitisation processes so that they produce reliable, accurate information built upon best practice standards and relevant regulatory requirements. Delegates attending this workshop will learn: • Demonstrate understanding of digitisation concepts using recognised standards • Be able to establish, scope and document the digitisation framework appropriate for your organisation • How to undertake a digitisation risk assessment • Awareness of storage management issues to be addressed for digital images and source records when implementing a digitisation program • How to establish what source documents you cannot dispose of due to any legal or business requirements to retain the source record Chris Fripp, Director – Records & Information Management, Relevancy Consulting Chris is the Director Records and Information Management with Relevancy Pty Ltd and is a recognised expert in the area of records and document management offering fresh insight and a passion for innovation and encouraging professionalism within the industry. Chris consults to private and public organisations and is the principal facilitator of classroom recordkeeping courses from Certificate 4 through to Advanced Diploma around Australia and has been providing consultancy and training services since 2000. He is a recognised advisor on the subjects of Information Management, Records and Document Management, Workflow & Image Processing, Classification, information enabling technology and change management and has implemented solutions to many organisations.

WORKSHOP B 1:00-4:00: How to develop a robust information security framework Information security is not just dependent on technology, but it is the governance of information and its implementation that matters the most. The common concerns amongst government agencies around data security is still to protect its confidentiality, integrity and accountability. In this highly interactive workshop, participants will learn: • Comply to legal obligations under the Privacy Act and Freedom of Information Act • Protect confidential information – understanding the risks involved • Establish effective information security management and sharing of information • Protocols around data retention and destruction • Investigate the privacy and security risks associated with electronic records integrati on Dr Peter Croll, Board Director, Health Informatics Society of Australia & Consultant, PeterCroll.com Dr Peter Croll is a research leader in Health Informatics with over 35 years’ experience in ICT serving both industry and academia. As a senior consultant, Dr Croll established his own company in 2007: PeterCroll.com (Formerly Better Life ICT) to provide ‘Expertise for Trustworthy ICT solutions’. Previously, at Southern Cross University (SCU) he held the foundation chair as Professor of Information Technology and Information Systems in the business school. He maintained an Adjunct Professorship with the University of Queensland’s Faculty of Health Sciences as the Information Systems specialist for their Healthy Communities Research centre. Lunch is provided to delegates attending both Workshop A and Workshop B.

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RECORDS & INFORMATION MANAGEMENT

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