Improved Records Governance and Digital Continuity for One of Australia’s Largest Local Councils

Based on a detailed evaluation and assessment, Recordkeeping Innovation identified the current state of information management and detailed a future state and action plan to direct a series of projects that when implemented would lead to an increase in information and records management maturity. The goal was to establish a more structured and efficient approach to information governance, digital continuity, and compliance. Our role was to gather information on current information and records management practices and systemsused so we could understand business processes, information flows and the specific needs of each business unit. To do this we: 

• Consulted key staff from: 

• Information Services to investigate current records and information practices from the perspective of service providers  

• Technology teams to understand the technology environment including ICT strategic directions, planning for new systems / applications and current systems,  

• Representatives from across Council business units including Community and Recreation Services, Corporate Services, Environment and Planning, Infrastructure Services and Water.   

• Reviewed key systems, collaborative platforms and recordkeeping systems to understand use, design and to identify the quality of metadata captured.   

• Looked to identify key business requirements, areas of risk and pain points. 

• Assessed existing policies and procedures, information structures, recordkeeping metadata, naming conventions and training materials, including recordkeeping, archiving and disposal processes against compliance requirements. 

Using the insights gathered, we developed a Current State Assessment Report, benchmarking Central Coast Council’s records and information management practices against NSW State Records standards. This report provided data-driven recommendations to ensure regulatory compliance while progressively enhancing records management maturity over time. 

The recommendations provided the basis for an Action Plan and Roadmap. The Action Plan defined a target state for records and information management maturity and outlined a practical and phased program of work to be progressed over a 4-year period. Key work packages of the action plan included:  

• Development of an information governance framework including updating current policies and procedures. 

• Increased project and operational Information and Records Management resourcing. 

• Development of a change management and training strategy and plan. 

• Implementing M365 governance controls and integrations with Content Manager. 

• Planning for decommissioning of the network file share environment. 

• Implementing a digital disposal program to support authorised records retention and disposal rules