Data Governance Framework for Inner West Council

Recordkeeping Innovation (RKI) collaborated with Inner West Council (IWC) to enhance their records, information, and data governance through the creation of a comprehensive data and information governance framework. This partnership included updating the Council’s information and records management policies, standards, and protocols, as well as developing an information asset register, ensuring all data sources were accurately catalogued and aligned with regulatory requirements. RKI worked closely with IWC on the development of the information and data governance framework to support both regulatory compliance and the security of sensitive information. The framework we established took an enterprise-wide perspective on managing data, information, and records, placing data integrity and privacy protections at the forefront.

Client

Inner West Council

Industry

Local Government

Service

Information Governance

Context

Inner West Council (IWC), serving approximately 200,000 residents in Sydney’s ‘inner west’, is a substantial local government entity located a few kilometers west of Sydney’s Central Business District (CBD). Like other public agencies, IWC is held to high standards of service delivery and compliance with statutory obligations, with an increasing focus on the management, protection, retention, and storage of information assets. 

In response to several major data-related initiatives, the Information and Communication Technology (ICT) leadership at IWC acknowledged the need for a structured approach to data and information management projects. This recognition led them to seek expertise in data governance to develop a framework aligned with the NSW Data Strategy. 

Recordkeeping Innovation (RKI) was engaged to develop an information and data governance framework suitable for IWC’s needs. This framework included the creation of an Information Asset Register to enhance data visibility and control, as well as a comprehensive review of existing protocols and standards for the management of information and records. 

The framework aimed to empower IWC’s data governance team, including data owners and subject matter experts, to effectively manage data assets and uphold the integrity of information-related processes. This initiative ensures that the right people have access to high-quality data, facilitating better business decisions and alignment with business goals. 

The establishment of a data governance committee and the implementation of robust data governance processes will enable IWC to meet general data protection regulations and other compliance requirements efficiently. The clear definition of data governance and system of decision rights within the framework ensures that data management practices are transparent and accountable, enhancing IWC’s capability to manage data lineage and support its business users effectively. 

Our Role

  • RKI consulted extensively across Council to understand how information assets are used, shared, managed, and stored. Consultations with staff explored sharing and collaboration needs, data security considerations, risks and issues. 

  • A framework was developed based on best practice information governance customised to the IWC context and consulted with Council’s ICT leadership and other key stakeholders to validate the content and confirm that it met their requirements. 

  • To align the framework to the NSW Data Governance Strategy that aims to address how to better utilise data and information through gaining insights to inform decision makers, understanding data is an asset and has value to the organisation, creating transparency and trust opportunities, and fostering a culture of leadership and capability.

  • The Framework was informed by NSW legislation and data policy, mandatory and best practice standards, and Council’s existing internal governance processes and technology. The Framework provided the following core components:

    • A governance model addressing six data and information domains including information and records management, data and information security, privacy protection, data governance, data analytics, risk management and compliance.

    • Governance Principles defining a culture that values data and information, is committed to effective access control, sharing, ongoing protection and preservation of data and information and authorised records retention and disposal.

    • For the Information and Records Management Domain a Policy providing direction for the creation, capture, management, use and disposal of information and records.  Practical standard and business rules to assist users understand their responsibilities when creating capturing, controlling, storing and disposing of Council records and information. 

    • Assigned roles and responsibilities with the authority and capacity to carry out responsibilities.

    • Governance of systems and technology.

    • An Information Asset Register identifying Council’s data and information assets.

Client Outcomes

  • Improved data security, reliability, integrity, accessibility and quality of data and information.

  • Ability to improve business innovation and decision-making by making information easier to share, work on, store and access when needed.

  • Ability to apply records retention rules reducing duplication and over retention of data and information, with opportunities to reduce storage costs. 

  • Authentic, reliable, high-quality and easily accessible information, managed according to defined rules with well-defined roles and responsibilities allowing for better use of information and data assets.

  • A sound basis for developing and implementing a data culture that values and manages data as part of planning and operations.

  • Identification of high value information assets via an Information Asset Register which will assist in risk management, business continuity, ICT governance and regulatory compliance.

  • Visibility of information assets with an increased ability to prioritise and manage risks.  

 

Owners and managers of information and data assets are clear about the value and risks to information, providing them with an opportunity to collaborate with ICT to ensure the needs of the business are met. 

 

Harness the full potential of your data with Recordkeeping Innovation’s specialised Information Governance services. We deliver comprehensive solutions that streamline information and data usage across organisations, breaking down information silos and ensuring compliance with industry and regulatory standards. Contact us to discover how our expert guidance can empower your organisation to chart a path through complex information and data landscapes with confidence and ease. 

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