Enhanced Information Management Practices for a Government Client

Recordkeeping Innovation (RKIC) partnered with a government agency delivering infrastructure projects in the water sector to enhance their information management practices. Through a current state assessment, RKIC identified key risks and opportunities, developing a strategic roadmap for improvement. Recommendations included governance controls, change management strategies, metadata standards, and system integration to strengthen information management maturity. As a result, the agency gained a clear understanding of their information landscape, practical steps to enhance compliance, and improved staff awareness of best practices.

Client

Government

Industry

Infrastructure Planning and Construction

Service

Recordkeeping in M365, Information Management Strategic Reviews, Records and Information Management Frameworks

Context

Our government client was part of a larger government agency responsible for the delivery of infrastructure programs and projects in the water sector. They developed a Project Management Framework and identified the need for an overarching Information Management Framework to govern project and business information. The business identified opportunities for improvement related to existing records and information management practices. Recordkeeping Innovation were engaged to conduct a current state assessment of the records and information management environment, and to develop a roadmap for improvements based on recommendations highlighted in the current state assessment report.

The client had complex information management needs as a project delivery agency with multiple stakeholders involved such as delivery partners and asset owners. The agency operated across numerous business systems and generated large volumes of information including records required to be retained as State Archives.

Our Role

RKIC consulted extensively with stakeholders within each functional group in the organisation to identify key information assets, information requirements and issues. Our role as information management consultants was to identify opportunities for improvements to increase information management maturity. Key recommendations identified included:

Development of an Information Management Strategy and Roadmap,

Establishment of information governance controls including an information management working group and expansion of information asset register.

Development of a change management plan, inclusive of communications and training, to aid implementation of information management improvements and to achieve staff awareness of core organisational information management expectations and practices.

Recruitment of an information management specialist.

Incorporation of recordkeeping functionality (based on ISO16175) into information architectures and solution design for current and new systems, including SharePoint and Teams.

Planning for migration/transfer of high risk, high value information from systems to prevent technological change compromising the accessibility or usability of information.

Development of a metadata standard to facilitate use and re-use of information, exchange and transfer of information.

Identify high value information on network drives to assist in mitigating risks to records.

Undertake disposal assessment of predecessor records on the network and carry out disposal actions, where possible.

Development of an information management framework, guidelines and training.

Client Outcomes

As a result of RKIC’s work, the client gained a clear understanding of their current information management environment and received a practical roadmap for improving information governance and addressing identified risks. The key outcomes included:

A clear understanding of organisation wide information management maturity level and outline of specific risks and impediments to business effectiveness.

A strategic methodology for implementing recommendations.

Increased awareness of the principles and benefits of information management and resources to support staff to adhere to good information management practices.

To learn more about how we can help improve your organisation’s information management and information governance practices, explore our detailed case studies and insights available on our website. You might find these articles particularly useful:

A Guide to Information Asset Registers – Learn how an Information Asset Register can enhance your organisation’s data management and governance.

Information Management in Microsoft 365: Retention Labels – Discover best practices for managing records and information in Microsoft 365 using retention labels.

Big Data and Information Governance – Understand the intersection of big data and information governance, and how to manage large volumes of data effectively.

These resources offer valuable insights to help you navigate the complexities of information management and governance. For more information on how Record Keeping Innovation can support your business, please get in touch with us today.

Enhanced Information Management Practices for a Government Client

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Industry

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Context

Our Role

Client Outcomes

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