Records & Information Officers' Forum 2017 - Liquid Learning

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Nov 9, 2016 - Chief Health Information Manager. HCF. Tim Howarth ... UnitingCare Health. Chris Mullan. Regional Knowledg
The 8th Annual

Records & Information Officers’ Forum 2017 Driving Records and Information Management Excellence for Improved Business Outcomes

FEATURED SPEAKERS Geoff Hinchcliffe Chair and Director Council of Australasian Archives and Records Authorities, State Records Authority of New South Wales David Fricker Director-General National Archives of Australia Maria Kalajic Director, Information Management and Public Data Taskforce Department of Agriculture and Water Resources Suzannah Pember Manager, Information Management Woodside Energy Sheryl Mapp Information Governance and Information Management Specialist Donald Young Director Information and Business Systems Department of Infrastructure, Planning and Logistics Patricia Liebke Learning and Change Manager UnitingCare Health Michelle Tolliday Manager Performance Audit Victorian Auditor-General’s Office Chris Mullan Regional Knowledge Manager APAC Goodman Group Joanne Boyd Archives and Records Manager Supreme Court of Victoria Sandra Jeffries Director, Information Services University of the Sunshine Coast Anna Torok Chief Health Information Manager HCF Roger Fredman Director - Court Technology County Court of Victoria Kerri Ricketts Record Keeping Manager Goulburn-Murray Water David Moldrich Principal Consultant International Standards Organisation

20 - 24 February 2017 Melbourne Convention and Exhibition Centre Implementing practical strategies for recordkeeping and Information Management Learning how to achieve balance between compliant and user-friendly solutions Steps moving forward and driving innovation in Records and Information Management Facilitating change management, information governance, and RIM digital transition

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EVENT PARTNER

Adam Bullock Information Management and Digitisation Coordinator Brimbank City Council Catherine Nicholls Records Manager Monash University Anisha James Digital Information Manager National Museum of Australia Tim Howarth Manager Information and Communication Services Clarence Valley Council David Bevan Manager Business Systems and Solutions City of Salisbury Jane Xu Coordinator Corporate Information Whitehorse City Council

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Pre-Forum Workshop 20 February 2017 9.00 - 4.30

Information Governance and Building an Information Management Framework for your Organisation Information Governance delivers the strategies, frameworks, controls and mechanisms that provide for the management of an organisation’s information assets. Traditionally this was often performed under the guise of ‘records management’ or ‘Information Management’. In 2010, records management re-invented itself as Information Governance. This new model provides a more holistic approach to managing information including strategies and approaches to: lifecycle management; access management; content sensitivity management; workflow; data leakage; management of information across multiple devices and repositories; management of eDiscovery and legal hold; and privacy management. In this workshop session, Sheryl, will show what constitutes an Information Governance Model and how to introduce this, including an Information Management Framework, to your organisation. The workshop will cover the following topics: Awareness, preparing you to approach your role with new-found confidence and a better ability to understand and communicate team members, igniting positive change within your workforce. Sheryl will cover: An Introduction to Information Governance (IG) and the role of an Information Management (IM) Framework • Understanding the IG model • What is the role of an IM Framework as part of the IG model • Understand the role of IG as part of the broader Corporate Governance world in organisations • Understand the strategic thinking behind Information Governance and how it can benefit your organisation Learn about the six components that make up an IM Framework • Strategy • Policy • Processes • Toolsets • Systems • Resources The building blocks for creating an IM framework Within this session delegates will : • Use the six components to develop outlines for each component that could be used in your organisation • Discover how to implement an IG/IM Framework in your organisation including establishing and running implementation and change management programs • Step through the key checklists to follow for building and implementing IG/IM in your organisation • Create a business case for management to provide for an Information Management Framework • Learn the elements that should be in an effective business case to enable IG/IM to be delivered to your organisation • Learn how to construct the business case to ensure buy-in from management

Expert Facilitator: Sheryl Mapp Information Governance and Information Management Specialist Sheryl is a senior information management professional with a background in delivering Information Governance to organisations in both the private and government sectors. In 2010, the project she led was awarded the J Eddis Linton Award for excellence and innovation in records management (A RIMPA award). A further program Sheryl led was a finalist for the same award in 2014. Most recently Sheryl was the Global Head of Records and Information Management for Macquarie Group. Sheryl holds qualifications in librarianship and records management, plus in 2015 completed a Master of Business Administration (MBA). Her MBA thesis was on the journey from records management to information governance for organisations. In addition to regular conference presentations, for five years Sheryl was also a lecturer at RMIT University in records management and archives administration including creation of the online course for this program.

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Forum Day One

Accomplishing Effective Compliance, Information 21 February 2017

8.30 - 8.55

Registration and Morning Coffee

8.55 - 9.00

Official Welcome and Opening Remarks from the Chair

9.00 - 9.40

11.45 - 12.30 INTERACTIVE PANEL DISCUSSION

Technological knowledge and skills - What is required in Records and Information Management today?

Records and Information Management professionals are required to have a more diverse skill set than ever before due to the transition into digital records, cloud services, and overall technology increases. The amount of technology knowledge that is needed to be in a Records or Information Management position is a topic of much debate. This interactive panel session will discuss the importance of this technical knowledge in relation to the ever-evolving space of Records and Information Management. Discuss: • The role of technology in Information Management • Digital experience needed for Records • Finding the balance between Records, ICT and IM

OPENING KEYNOTE CASE STUDY

Leading the change from paper to digital government and to digital recordkeeping

The majority of businesses and government agencies recognise the advantages of electronic recordkeeping systems compared to manual data entry and file storage. However, the actual nature of digital recordkeeping compared to manual is a new learning process of figuring out what works best and considering future steps. Geoff will explain how to not only partake in, but also drive the change from paper to digital recordkeeping. Discuss: • Moving from paper to digital • Understanding the responsibility of the institute • The challenges and obstacles digital recordkeeping brings

Maria Kalajic Director, Information Management and Public Data Taskforce Department of Agriculture and Water Resources Roger Fredman Director - Court Technology County Court of Victoria David Bevan Manager Business Systems and Solutions City of Salisbury Anna Torok Chief Health Information Manager HCF Catherine Nicholls Records Manager Monash University

Geoff Hinchcliffe Chair and Director Council of Australasian Archives and Records Authorities, State Records Authority of New South Wales 9.40 - 9.50

Questions and Discussion

9.50 - 10.30 CASE STUDY

Information Governance & RIM – The importance of strategy and leadership

To deliver value in an organisation, it is important to be proactive and effectively influence decision-making impacting RIM. Executive leaders must recognise the significance of RIM and the value of the information held within the organisation. Principal of Sibenco Legal & Advisory Susan will explore: • Why Information Governance is critical in today’s world of cyber-security attacks, data breaches & big data • RIM’s role in achieving effective Information Governance • Key factors for RIM & Information Governance success

12:30 - 12:45 SOLUTION SPOTLIGHT

Grace Information and Records Management

12.45 - 1.35 Networking Lunch 1.35 - 2.15

10.30 - 10.40 Questions and Discussion 10.40 - 10.55 Morning Tea 10.55 - 11.35 CASE STUDY

Managing Legacy Records

Joanne Boyd Archives and Records Manager Supreme Court of Victoria 11.35 - 11.45 Questions and Discussion

PLUS TWO WORKSHOPS! Plus Two Separately Bookable Full-Day Workshops on 20 & 23 - 24 February 2017

Transforming Healthcare - Lessons from Australia’s first fully digital HIMSS 6 Hospital

On 13th October 2014, Australia’s first fully integrated digital hospital was opened in Hervey Bay. St Stephen’s Hospital was the first hospital to receive HIMSS stage 6 certification in recognition of the electronic medical record maturity and adoption. St Stephen’s Hospital uses 29 Cerner applications, 20 integrated devices and 5 major interfaces to ensure the completeness of the digital medical record. The goal was for St Stephen’s to be ‘Paper light’ and this was achieved with the only paper documents required for signatures, which are scanned immediately into the electronic record. Tricia will share her experience of the project implementation and some insights into workflows for this digital hospital. Discuss: • Big-bang go live of a fully digital integrated hospital • Integrating devices into the electronic medical record • Adoption and engagement of staff in a digital environment

Susan Bennett Principal, Co-founder & Director Sibenco Legal & Advisory, IG, ANZ

Every organisation has a secret, either a rarely-visited store room, or more probably, located at an off-site storage facility, where there are many archive boxes full of records just waiting for a decision about their fate. Every organisation needs to own this problem and plan to do something about these legacy records. Whether it is 200 boxes or 200,000 boxes you will need a plan of attack, a project plan to determine what records can be kept, what records can be disposed of and what records are needed for current business practice and could be digitised. This case study will examine the challenges facing an organisation with 175 years of legacy records to manage. Discuss: • Getting started on a legacy records project • Making a business case to manage legacy records • Managing legacy records

CASE STUDY

Patricia Liebke Learning and Change Manager UnitingCare Health 2.15 - 2.25

Questions and Discussion

2.25 - 3.05

CASE STUDY

Open government and open records

Democratic governments support public access to information about what they are doing and how well they are doing it. This is often called ‘open government’ or an ‘open by default’ approach. However, this depends on agencies enabling the public to understand the full range of information they are entitled to access. In this session, Michelle will

VALUE PLUS DISCOUNT Receive up to $300 off registration if you register and pay by 9 November 2016

Governance and Security discuss: • The Victorian Auditor-General’s Office 2015 audit Access to Public Sector Information • Implications of poor Information Management on public access to government information • The steps government needed to improve open access

Michelle Tolliday Manager—Performance Audit Victorian Auditor-General’s Office 3.05 - 3.15

Questions and Discussion

3.15 - 3.30

Afternoon Tea

3.30 - 4.10

Forum Day Two 22 February 2017 8.30 - 8.55

Morning Coffee

8.55 - 9.00

Opening Remarks from the Chair

9.00 - 9.35

As the technology world evolves, records and information management professionals have to equip themselves with new skill sets to keep up with the advancements. However, maintaining policy requirements is still critical in order to achieve best practice with recordkeeping principles and standards. David will discuss how corporate and government agencies have to find a balance between technology and policy. He will highlight: • Tips and techniques for finding a balance between technology and policy • Why the balance is important • Making better use of digital resources

CASE STUDY

Achieving while under pressure or under resourced

Delivering to the standards and regulations is one thing, and delivering business value is another. So which one do you do? How do you do it when your team are under the pump? With experiences from the Northern Territory, Donald outlines the challenges of developing compliant records organisations in a small regional city. Discuss: • Taking action when you’re not meeting all the standards • Focusing on delivery when you’re lean or light-on • The role innovation and other IT trends can have on records services

Donald Young Director Information and Business Systems Department of Infrastructure, Planning and Logistics 4.10 - 4.20

Questions and Discussion

4.20 - 4.30

Concluding Remarks from the Chair

4.30 - 5.30

Networking Reception

ABOUT THE EVENT Records and Information Management roles are constantly evolving due to technology advances, ongoing development of original frameworks and the emergence of new organisational requirements. Emerging professionals in the field are now required to build new skill sets to find the best approaches for their organisation as a whole. Effective Records and Information Management leaders will learn new techniques for tackling the mass of information that is required for them to securely maintain, record and eventually dispose of. The 8th Annual National Records and Information Officers’ Forum 2017 will explore current challenges faced by professionals and organisations, effective information governance techniques, and transition from paper to digital recordkeeping. The conference will provide key strategies and tools to address the importance of recordkeeping and Information Management to executive level leaders. Delegates will hear from knowledgeable and experienced leaders in the field and will walk away with a clear and relevant plan to implement back in the workplace and identify the best methods for them moving forward. Register team members now to find out why this has grown to become the premier learning and networking event for Records and Information Management professionals in the region.

FACULTY OF EXPERTS Susan Bennett Principal, Co-founder & Director Sibenco Legal & Advisory, IG, ANZ Tony Burke Director / Digital Information Strategist and Architect Sentio Consulting

Kate Fuelling Director Kate Fuelling Consulting Kim James Director and Information / Records Management Architect and Strategist Sentio Consulting

OPENING CASE STUDY

Records Management – Bringing technology and policy together

David Fricker Director-General National Archives of Australia 9.35 - 9.45

Questions and Discussion

9.45 - 10.20 EXPERT COMMENTARY

Information Governance and building an Information Management Framework for your organisation

Information Governance delivers the strategies, frameworks, controls and mechanisms that provide for the management of an organisation’s information assets. In 2010, records management re-invented itself as Information Governance. This new model provides a more holistic approach to managing information, including strategies and approaches to: lifecycle management; access management; content sensitivity management; workflow; data leakage; and privacy management. Sheryl is a senior Information Management professional with a background in delivering Information Governance to organisations in private and government sectors. Discuss: • Understanding the IG model • What is the role of an IM Framework as part of the IG model • Learning about the 6 components that make up an IM Framework

Sheryl Mapp Information Governance and Information Management Specialist Sherly Mapp 10.20 - 10.30 Questions and Discussion 10.30 - 10.45 Morning Tea 10.45 - 11.20 CASE STUDY

Achieving and maintaining business engagement

This session will focus on how business engagement was achieved and maintained through the enterprise implementation of a suite of Information Management systems and tools within one of Australia’s leading oil and gas operators, Woodside Energy Ltd. Strategies for successful change leadership both before and after go live will be shared, as well as lessons learned. Discuss: • Achieving change readiness for 6000 strong user base with a small change management team • Sustaining quality engagement before and after go live • How to understand the impact system change will have

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Receive up to $200 off registration if you register and pay by 23 December 2016

Receive up to $150 off registration if you register and pay by 19 January 2017

Making a Smooth Transition from Paper to Digital Recordkeeping Electronic Document and Records Management System (EDRMS) to a global property company. Chris Mullan has been the Regional Knowledge Manager (APAC) at Goodman for the past 5 years. During this time he has been instrumental in the roll out and adoption of Goodman’s Knowledge Management System. He will discuss: • Some of the key adoption challenges faced during implementation and how they were overcome • Key elements of Information Governance • Change management approaches

in a large and diverse organisation

Suzannah Pember Manager, Information Management Woodside Energy 11.20 - 11.30 Questions and Discussion 11.30 - 12.15 INTERACTIVE PANEL DISCUSSION

Striking the right balance between compliance and friendliness

For leading professionals in Records and Information Management, a particular challenge is creating products that correspond to specific requirements such as the company’s standards, federal requirements, and userfriendly properties. This interactive panel discussion will bring together experts and industry leaders to discuss the current need for finding the balance concerning compliance and user-friendly products and solutions. They will discuss: • Achieving best practice for requirements • The impact of changes to compliance standards • Practical components of user-friendly record keeping

Jane Xu Coordinator Corporate Information Whitehorse City Council Kerri Ricketts Recordkeeping Manager Goulburn-Murray Water Anisha James Digital Information Manager National Museum of Australia Tim Howarth Manager Information & Communication Services Clarence Valley Council Adam Bullock Information Management & Digitisation Coordinator Brimbank City Council 12.15 - 1.15 Networking Lunch 1.15 - 1.50

Chris Mullan Regional Knowledge Manager APAC Goodman Group 2.40 - 2.50

Questions and Discussion

2.50 - 3.35

CASE STUDY

New systems, requirements, and objectives are being made mandatory with executive management requiring leaders in Records and Information Management to change their current direction. The University of the Sunshine Coast recently began implementing Objective’s enterprise content management system. Sandra will explain the background to this initiative in the context of the University’s Information Management Strategy. Topics covered: • Convincing the Executive to fund the project • Prioritising deliverables • Learning how to prove value

Sandra Jeffries Director, Information Services University of the Sunshine Coast 3.35 - 3.45

Questions and Discussion

3.45 - 4.00

Afternoon Tea

4.00 - 4.30

EXPERT COMMENTARY

Records Management for Business Systems – Are you up to it?

INTERACTIVE CLOSING ROUNDTABLE

Moving forward: Records and Information Management

When looking towards the future for records and Information Management, it is useful to evaluate and recognise past trends and lessons learned. David has extensive knowledge in records, Information and document Management while facilitating and leading implementations in different roles across various industries. David will summarise the principal concepts and views that were discussed throughout the conference while also adding his own insights and value to the conference. He will lead the discussion and highlight key strategies and solutions. He will discuss: • Overview of key topics • Records and Information Management evolution • Future developments for records and Information management

Today’s tightly integrated, dynamically changing business systems are much more complex than the familiar model of files and documents. So are the skills needed to assess them for compliance and to identify practical approaches to remediation. Business systems use a wide range of technology platforms and pose technical challenges usually beyond the experience of most records managers. They been designed to provide conventional records classification, sentencing and disposal. Kim and Tony will discuss: • Record keeping for business systems and their challenges • ISO 16175-3-2012 Guidelines and functional requirements for records in business systems by 2020 • Adding new skill sets to the profession

Tony Burke Director / Digital Information Strategist and Architect Kim James Director and Information / Records Management Architect and Strategist Sentio Consulting

Working creatively and smartly on a tight budget: Implementing an ECM at USC

David Moldrich Principal Consultant International Standards Organisation 4.30

Concluding Remarks from the Chair and Forum Close

WHO WILL ATTEND

1.50 - 2.00

Questions and Discussion

• Records Management

• Archives Management

2.00 - 2.40

CASE STUDY

• Information Management

• TRIM Administration

• Knowledge Management

• SharePoint Administration

• IT / IM Systems Management

• Business / IT Services

• EDRMS Projects

• IT Change Management

• Document Control

• Consulting and Solution Providers

Increasing end user adoption of an Information Management system - A practitioner perspective Well implemented EDRMS systems should rapidly improve business productivity and team collaboration. This session will cover the four year roll out of a SharePoint based

Phone: +61 2 8239 9711 www.liquidlearning.com

Post-Forum Workshop 23 & 24 February 2017

Records, IM, and ICT Professionals Leadership Toolkit 9.00 - 4.30

9.00 - 4.30

Post Forum Module A - 23 February

Post Forum Module B - 24 February

Enhancing leadership skills for Information Management and ICT Professionals

Leading IM and ICT transformation

• How Records, Information Management and ICT is evolving and how you prepare for future challenges of disruptive change • The importance of developing strong leadership skills for Records, Information Management and ICT Professionals • Essential leadership qualities for Records, Information Management and ICT Professionals • The importance of leading change • Understanding professional strengths and working together Transitioning from an IM specialist to become a strategic business enabler • Growing beyond technical capabilities to develop analytical, strategic thinking, and problem-solving skills • Reflecting on your own leadership styles and drawing on your unique strengths • Building your influence as a Records, Information Management or ICT leader Developing effective communication skills as an Information Management and ICT leader • Breaking down complex jargons and processes to communicate effectively with non-IM business peers • Providing clear direction and strategic goals • Practical communication strategies to gain management buy-in • How to demonstrate and present the ROI value of your IM project

• Understanding how businesses are evolving and the impact to the existing IM and ICT structures in your organisation • Aligning your IM and ICT transformation plan with the growing business needs • Creating and leading an integrated IM and ICT approach – Navigating the common challenges • How to drive incremental changes that lead to bigger transformation Developing skills for change management and leadership • Leading an IM change project – What is required, what works, what doesn’t, and how to avoid the pitfalls • Be aware of the risks involved • Breaking down silos in an IM change management project You as a change leader and enabler • Communicating change effectively and in a timely manner • Practical ways to approach resistance to change • Managing difficult conversations • Providing consistent messages around the visions and goals of your IM and ICT transformation plan Considering factors to creating and delivering seamless user experience • Users don’t understand systems – Understanding IM and ICT from the users’ perspective

Establishing networks and connection for IM and ICT project success

• Embedding continuous improvement in your IM and ICT change project

• Identifying and understanding the internal and external stakeholders that you work with in a Records and Information Management environment

• Building momentum through your project that facilitates to future change

• Practical approaches to build better connection, collaboration, and how to facilitate co-creation

• Supporting an organisational culture that welcomes innovation and change

• Supporting and partnering with others to achieve greater efficiency and productivity

Expert Facilitator: Kate Fuelling Director Kate Fuelling Consulting Kate is a pioneer of digital information solutions that are embraced by users and executive teams alike. Always ready to challenge the familiar path, she is constantly seeking to discover new ways to attain IM goals. Using her years of experience in the IM field, she has developed an advanced five-point holistic approach to mindful solutions that inspire individuals and organisations to change how they work with information. She’s a professional member of many RM / IM / IT national and international associations and her qualifications include a mix of business, process improvement, project management and training certifications.

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The 8th Annual Records & Information Officers’ Forum 2017 20, 21, 22, 23 & 24 February 2017

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