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Hi, everyone.
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Welcome to today's Online Records Managers Forum.
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My name is Catherine Robinson.
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I'm a senior advisor at State Records New South Wales and I'm going to be your host and coordinator for this Forum today.
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Before I make a start, I'd like to acknowledge the traditional custodians on the lands that we are meeting on today.
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I pay my respects to elders past, present and emerging and celebrate the diversity of Aboriginal peoples and their ongoing cultures and connections to the lands and waters of New South Wales.
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Today's Records Managers Forum is jam-packed.
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We've got three big presentations for you,
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as well as some updates.
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This morning, two public offices, HealthShare NSW and Treasury NSW, have agreed to share their information asset register journeys with us.
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There'll be time for questions, a small number of questions at the end of each presentation.
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And to assist us, I'd ask that you put your questions into the Q&A on the top of your screen and that will enable us to manage the questions and also for us to see the questions when it gets to the end of the presentation and obviously facilitate the Q&A process.
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The first presentation is from HealthShare NSW,
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and this will be presented by Lois Villarosa, who's the Associate Director, Information, Privacy and Ethics at HealthShare NSW.
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Lois has dabbled in multiple information management disciplines in the last decade or so across the health and education sectors.
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The second presenter from HealthShare NSW is Carolyn Shaw, who's the Information and Records Specialist at HealthShare NSW.
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Carolyn has been in records and information management for the last 30 years in a number of agencies across state and local government.
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Welcome to both Lois and Carolyn.
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And let's make a start on the presentations.
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Thank you, Catherine, for this opportunity.
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As Catherine's mentioned, I am here to present the reasons why
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an IR, how we got to our IR and what are we going, what are we using the IR for at this current moment?
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Next slide, please.
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So why an information asset register?
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Now, to arrive to that answer, you need to understand a little bit about HealthShare.
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HealthShare is a very large government agency that provides services to New South Wales Health
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as a cluster.
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We provide all the food.
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We provide non-emergency transport, disability services.
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We do the cleaning of both the hospitals and the ambulances.
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We also purchase everything.
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We make sure everyone gets paid.
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Customer service that's required to underscore all those services.
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We provide all the linen and logistics and warehousing.
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So just next slide, please.
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So just to give you an idea in terms of the actual scale of what that actually means, here are some statistics from about two years ago.
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Now, we could have easily just to meet the RMAT scores, we could have easily just chosen to use our software asset register, use the crown jewels,
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But given the diverse nature and the scale of HealthShare, there were a lot of opinions about what was most important for HealthShare from an information perspective and an emphasis on the software assets, where the software assets only remain within the organisation 5, 10 years at max, and then that they would be retired.
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So that does not
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answer the question as to which part of our information that resides both in structured and unstructured land is actually most important.
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Next slide, please, Catherine.
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So the other reason why we went down an information asset register is actually information asset registers does not only answer the needs and requirements of RMAT.
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If you look within privacy, cybersecurity, data governance and data management, which are all essential for AI data analytics, which all of our business stakeholders are really interested in, you realize that it's fundamental to determining the requirements under privacy and regards to the purpose, the validity of the use of that information, cybersecurity in terms of
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who is responsible for implementing the level of control, the level of sensitivity, data governance, which goes to the heart of the accountability for the information and
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deciding what that information is actually going to be used for, who is accountable for the outcomes of the utilisation and the sharing of that data, not just within the agency, but outside the agency to broader government and that of third parties like universities, commercial organisations and the like.
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And then from a data management perspective, a unified defined data across the organisation
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is essential for dashboards.
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It's essential for linking one software to the next in terms of information and having a common understanding of what the information is.
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So having an information asset register meets the needs of all these disciplines.
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Also, these disciplines, if you have a close look at it, has
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in terms of what they require and actually are aiming to have the same goal in mind.
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Next slide, please, Catherine.
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Sorry.
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Just because it meets multiple information management disciplines does not mean that there was an automatic tick towards actually implementing an information asset register project within the organisation.
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You can see here that it was a multi-year approach in terms of arriving to the executive,
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the CEO agreeing to actually implement an information asset register.
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And you'll see in the next couple of slides to why it was important to gather that support from the top.
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From a records management assessment tool, you'll see that we tried various ways in terms of evidencing where we are from a maturity perspective.
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and
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the evidence that we use to support it, support our maturity score, which is admittedly low.
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Then internally within HealthShare, it was a step by step, taking baby steps towards an information asset register.
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But most importantly, it was attaching the accountability and responsibility not on the records team itself, but on
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all the business across the organisation, making them realise that the accountability does not just sit with the senior responsible officer, but sits with every single business line, with every single level of staffing in terms of the hierarchy.
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And then we use the policy
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group to actually attach what you're responsible for.
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And it was likened to the privacy responsibilities where it was the scope of influence and control that they have within the organisation that established their accountability and responsibility.
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Then we also have a new CE (Chief Executive) and then we also established an enterprise risk on information slash records risk, which enable us to develop a work plan,
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which included the information asset register.
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And then this year we established the information asset register.
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Next slide, please, Catherine.
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So in terms of the project, it was quite simply to establish a centralised repository to index and document our data, both structured and unstructured, and the activities that are utilised undertaking to manage and govern the information.
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Now, this was not the work of 1 individual, although Carolyn was a mastermind in terms of delivering all the workshops that were necessary to fill out the information asset register.
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It was a collaboration across all business areas with the executive team pushing and motivating them to actually participate in this particular project.
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Next slide, please.
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The steps that we took was first by identifying the SMEs, who SMEs from a business perspective, who knew what was what, what makes those work, where were the purposes and the outcomes of actually undertaking those services.
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Then we had leadership workshops to tackle the definitions of fields that were going to pop, going to be used to populate the information from the executive team.
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And then we undertook SME workshops to actually address the gaps and populate the register fields using a risk assessment
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form and then we presented the register to the executive at each stage.
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The executive team were informed so then they can motivate all the business areas across the organisation to actually turn up to the workshops, to actually participate, to be open to us in terms of what where the services are, what information they use, how is it important to to them.
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And how is it important to the organisation.
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Because the information asset register is based on the services that we provide to the organisation rather than it lives in this repository or lives in this ICC application.
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Because the nature of information, it flows from one application to another, sometimes behavior back into electronic.
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And having that flow with information is essential.
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It's essential to understand who's actually accountable for the end-to-end services and end-to-end information.
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Next slide, please.
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So I mentioned it was essential to get the executive support because of these figures.
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Throughout the project, we held nine director wide meetings with senior leadership teams within each of the directorates.
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We held 111 SME meetings, and each of those meetings were between an hour to two hours each.
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Carolyn spoke to 117 representatives, and we ended up with 110 information assets, which were endorsed and approved by the executive who then became the custodian or information custodian for that particular information asset.
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Each of the assets received a high, medium, or low in terms of the risk criteria from an information compliance perspective and also from a system perspective.
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Next slide, please.
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Now, the key definitions here, you can see it was really centered on the services that were used, that uses the information.
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And we used another project within HealthShare to help define the boundaries of the information asset and our service catalog, because we provide a lot of services to New South Wales Health, which we used to figure out how many information assets there were in each directorate and where do we create those boundaries.
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Because boundaries,
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defining the boundaries there is essential to defining the accountabilities and responsibility for individual information assets.
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Next slide please.
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Now I mentioned medium, low and high criterias from a compliance perspective.
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These are ours.
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The, these were developed in consultation and in collaboration with representatives across
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HealthShare to ensure that there were, there is, ownership over this criteria and it was not just the brainchild of Carolyn and mine.
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For HealthShare, we decided, we decided with, in consultation with the executive that high risk, high value information assets would require for, would require the information asset to have at least four of the high criterions.
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Next slide, please.
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And then from a service perspective, because to create the, oh, can we go back to the previous slide, Catherine?
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And then from a service perspective, three, to ensure that they know that we're not just putting compliance at a pedestal, but actually what they see as valuable from an organisation perspective
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is actually captured as well from a value proposition in terms of what is it for me.
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Next slide, please.
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Now, in terms of information asset registers, what is the immediate use?
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We use it to create our organisation wide retention schedule, which reflected the operational needs
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We're using it as a way to evaluate suppliers from a risk perspective, risk in terms of information management risk.
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We're using it to inform the software criticality, business criticality because of that service perspective from the risk matrix perspective.
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We are using it to create an enterprise view of all our assets, risk issues and retreatments.
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And we are developing a new information release approach, which is that it represents to the organisation.
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That's an overview of the information asset register for HealthShare.
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Now, Carolyn's going to present her screen to give you a snapshot of the actual information asset register.
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Thanks, Lois.
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Can you see?
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Yes, yes, it's come up.
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Thanks, Carolyn.
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Fantastic.
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Thank you.
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And thanks, Lois.
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This has been quite the epic journey for us.
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When Lois first asked me to take on this task, come up with the questions, create the SharePoint list, and meet with all the business SMEs, I just laughed.
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I thought, how am I going to do all of this with no prior knowledge of what an asset
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register is or what one looks like, and I was relatively new to Health.
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So I decided to take the time honoured tradition and I Googled it.
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I found lots of examples from both Australia and overseas.
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I looked at the asset registers that had been created, the questions that were asked in them, and I set about creating a fit for purpose HealthShare one.
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But I came into it with my very much, with my records manager's hat on and very much from a purely records perspective.
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But as Lois said earlier, there were a number of complementary disciplines that we need to include, and I hadn't considered them.
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Things like the information data flow, information sharing, privacy, cyber, and governance.
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So back to the drawing board I went, and I came up with 50 questions that, fingers crossed, had covered all of these.
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So the register, as you can see, is a cut-down version of the list.
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Across the top are the rows, are the questions that I've turned into the columns and the rows are the assets and the responses.
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Now before I met with all the business SMEs, we decided to roll the assets up into a broad overarching asset where individual documents and pieces of work can sit and feed up into the asset.
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Otherwise,
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There'd be 56 million policies, 49,000 procedures, lots of documents that were individually listed and had to be managed as individual assets.
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So it's much more palatable for the business, less overwhelming and much more manageable to roll them all up into an overarching asset.
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And in fact, one of my questions was, give me a list of all of your artifacts that feed into this asset.
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So once I jumped into the two-hour sessions with the SMEs, I really had to quickly gauge their levels of understanding so I could ensure that they were getting what I was asking.
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I only had one shot to capture as much information as I could in these sessions.
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So it was very much about building trusted professional relationships and respecting people's times and workloads as much as it was about getting answers to the questions.
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But before I met with them and to get meaningful answers from people, I spent a lot of time looking at each of the business areas, looking at what they do, who they do it for, what their systems were.
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So I looked at their intranet sites, I looked at their business continuity plans, their business impact assessments, and their software asset registers.
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This helped me get an understanding of some of their business lines, some of their work practices,
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and gave me some really useful local terminology.
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So when I asked them a question and I used their terminology, I got the, oh, okay, that's what you're asking for response.
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It helped me help them and help them help me.
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So that was a really good win from that.
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The other really good thing that came out of these sessions
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was that the SMEs realised the importance of the accountability and responsibility for the work that they do and for this register as a piece of work.
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Some of the groups even started thinking about their own processes or lack of processes.
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And they subsequently reached out for some help and to get some training sessions for their teams so they knew that they were managing their records appropriately and their privacy and release of information was all appropriate.
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So this suggested to me that we had some success in establishing engagement and trust and integrity in what we were doing.
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And the fact that it was a win for them, the what's in it for me factor was met.
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So that was really important.
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But if I just go through some of the columns, or some of the fields in the register, I've got the directorate, I've given the information assets a name, I've got a description of each of the information assets, and the more information I got here,
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the better it was because it means that I could use some of the examples later on in the session if there was a few silences or they weren't quite sure what I was asking.
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I could go back to this and say, here you said this, can you expand on it a little bit further?
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So we've also included the custodian, the business process owner, the business unit users,
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the storage location, which as a records manager, some of it made me wince and rock in the corner, but that's another story.
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We looked at the information flow, so both internally to HealthShare and also externally.
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How does information come into us?
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How is it shared throughout HealthShare and how does it then go out of the agency as well?
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I ask questions about does the asset contain any personal information or personal health information?
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Was it included in their business continuity plan?
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Were there any contractual obligations for their assets?
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And then the risk ratings for service and compliance.
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And that then fed into whether or not the asset was a high risk or high value asset.
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So that's how I got through this process.
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My key takeaways, if you haven't been down this path yet, is understand the business
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line that you're meeting with, do some homework about them and on their work.
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Use some of their terminology.
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Have some practical tips and examples that will have meaning to them.
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They don't necessarily have to be records examples.
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Whatever helps them understand the questions that you're asking, so those silences and the blank stares that you will get won't be quite so long and awkward.
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And the last thing that I think is a really important takeaway, don't expect you'll capture
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everything the first time and get it right.
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We're still filling in blanks and fiddling with the register.
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We're adding new fields.
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It's a living beast that will change and evolve as your agency does.
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So nod and smile and go with it.
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Thank you.
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Thank you, Carolyn.
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Thank you, Lois.
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Let's have a look and see if we have some questions.
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Oh there's, does anyone attending have any questions for Lois and Carolyn on their information asset journey?
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Well, I have a question for you.
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So Lois and Carolyn, what's next?
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So you've got the information asset register.
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What's next?
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This wasn't enough, Catherine!
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We're going to focus on high value information assets.
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Right.
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And wait and see what happens there.
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Right, OK.
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Very good.
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So we're looking at uplifting and making sure that our high-risk, high-value records are being managed properly, are being managed appropriately, are being accessed appropriately, safe and secure.
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Great.
And are findable, usable and reusable.
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Great.
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So in other words, using the information, you've got the information asset register, and now putting it to use to actually make a difference in managing those assets.
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Okay, we've now got a couple of questions.
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The first one's from Nosheen Alam, who asks, what was the most challenging aspect of developing the information asset register?
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From my perspective, the most difficult part was actually gathering the momentum within the organisation.
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So having the support from the top was a long journey and the executive team actually needs to trust you as a team to actually deliver this project.
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I, there's a lot of information gathering projects across the board, not just from our disciplines, but from other disciplines which have failed.
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And so another proposition where you are going to use up the business time to get your information without that trust.
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They may not turn up.
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They may not be open to discussing what what they actually have.
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So it's getting getting their trust, getting the momentum started because once you started the, the project itself, the first pass through that Carolyn went through was 2 1/2 months.
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Now it was difficult for Carolyn, I acknowledge, and she does a fabulous job in doing so, but it was
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a long journey before the actual project began.
0:25:45.261,0:25:49.501
And it's essential that you get support from the top.
0:25:49.581,0:25:52.021
Otherwise, it will go nowhere.
0:25:52.021,0:25:52.521
Great.
0:25:54.501,0:26:04.621
OK, we have another question here from Moniko Faketti asking, managing the information asset register ongoing, does it require a new role?
0:26:06.661,0:26:07.421
Not a new role.
0:26:07.821,0:26:08.381
We have
0:26:08.861,0:26:11.341
received zero additional resources.
0:26:11.661,0:26:32.701
What we did was established an Information Management Advisory Committee that has representatives across each of the directorates and representative, additional representatives from each of the operational arms within HealthShare to actually oversight, oversee any new assets
0:26:35.661,0:26:45.181
within the information asset itself and any movements in terms of the risk associated or the high, medium, low will be reported up to the executive.
0:26:46.821,0:26:47.341
Great.
0:26:48.861,0:26:56.141
The next questions, next two questions are actually about maintaining the information asset register and keeping it current.
0:26:56.141,0:26:57.341
What are your top tips?
0:27:00.261,0:27:06.061
I don't think I have any top tips in terms of keeping it current since it was recently done in the last five months.
0:27:06.541,0:27:24.301
I think keeping it high at mind, we are working with a business line who has established a new, who has established a new service in terms of getting them to the Information Management Advisory Committee, presenting on it, and then
0:27:25.181,0:27:26.501
eventually registering it.
0:27:27.181,0:27:32.141
We are planning to do an annual review of all the information assets.
0:27:32.461,0:27:48.861
So it will fall in line with the software asset register review and hopefully that will keep it current because keeping an information asset register it's value is only worth if it's current and actually usable for the organization.
0:27:49.101,0:27:51.981
So that is an ongoing challenge for us.
0:27:53.021,0:27:53.521
Yep.
0:27:54.421,0:27:58.621
OK, next question is from Jo Melville.
0:28:00.541,0:28:03.821
Are your hard copy records registered using this platform?
0:28:06.141,0:28:12.821
So are they not on individual records, but as part of the information assets.
0:28:13.581,0:28:17.101
OK, so they're included in the series that are listed.
0:28:17.861,0:28:21.501
Yeah, they're part of the artifacts for each of the overarching assets.
0:28:22.141,0:28:22.641
Right.
0:28:23.141,0:28:26.781
Okay, and time for one last question.
0:28:27.101,0:28:34.261
How did you go identifying or managing business system assets that were legacy and no one really seemed to want to own?
0:28:34.261,0:28:36.621
And this is a question from Beth Dean.
0:28:38.861,0:28:44.221
So we identified legacy systems by the software asset register.
0:28:44.861,0:28:55.021
Now, we were fortunate enough to have in the software asset register owners for each of the individual systems that are a legacy in nature.
0:28:58.061,0:29:05.501
Going forward, you also have to bear in mind HealthShare as an agency has only been around for less than 10 years.
0:29:05.901,0:29:10.701
So we don't have to deal with legacy systems that are 20, 30 years old.
0:29:12.221,0:29:27.021
So any legacy systems, and we do have a number of them, even in this short time frame that HealthShare has been established, is going to be, is linked to a information asset via that linkage.
0:29:27.981,0:29:40.381
We are in the process of electronically integrating both the software asset register and information asset registers to create a complete view of the risks that have been accepted from a software asset
0:29:40.741,0:29:48.061
perspective that flows, that has an impact on the information asset perspective, and that includes legacy issues.
0:29:50.381,0:29:50.941
Lovely.
0:29:51.101,0:30:01.141
Well, thank you very much, Lois and Carolyn, for taking us on your journey to develop and draft a information asset register.
0:30:01.141,0:30:02.021
And we wish you well.
0:30:02.021,0:30:04.541
And thank you very much for sharing the journey with us.
0:30:05.021,0:30:11.821
I'm now going to share the slides again and introduce our next presenter.
0:30:27.001,0:30:30.321
Okay, our next presentation is from Nick Wall.
0:30:30.561,0:30:42.001
Nick is the Associate Director, Information Management at NSW Treasury, where he's been leading the information and records management team since 2019.
0:30:42.641,0:30:47.961
Since starting in the field in the late 2000s, Nick has also worked at large agencies
0:30:48.141,0:30:51.421
in Victoria and Queensland in information management roles.
0:30:52.381,0:30:53.581
Over to you, Nick.
0:30:55.541,0:30:56.221
Thanks, Catherine.
0:30:56.221,0:30:58.221
And just checking my audio is coming through.
0:30:58.221,0:30:58.721
Okay.
0:30:59.021,0:31:00.141
Yeah, sounds good.
0:31:00.781,0:31:01.261
Excellent.
0:31:01.261,0:31:04.181
So thank you for asking me along to present on our journey today.
0:31:04.181,0:31:06.061
And thanks to the previous presenter as well.
0:31:06.061,0:31:15.741
I was taking some notes as HealthShare was discussing because we've had a similar journey, but there's also some interesting aspects where we've taken some slightly different approaches, I guess.
0:31:16.141,0:31:18.301
So if we can jump to the next slide.
0:31:18.781,0:31:22.541
In the presentation today, I've got a little bit about Treasury and our context.
0:31:24.061,0:31:25.901
Why an information asset register?
0:31:25.901,0:31:27.301
Why did I guess we go down this path?
0:31:27.301,0:31:32.701
A couple of screenshots of what we've built in the Power Platform.
0:31:33.541,0:31:36.461
A summary of where we've got to with our implementation so far.
0:31:36.461,0:31:40.221
It's very much a journey in progress and some takeaways.
0:31:41.701,0:31:44.301
So fairly similar to, I think, the HealthShare presentation as well.
0:31:44.621,0:31:46.061
Has the slide shifted on my screen?
0:31:46.061,0:31:47.741
It's still the title slide.
0:31:47.901,0:31:48.541
Oh, OK.
0:31:48.621,0:31:51.101
I've got up the context and problem.
0:31:52.301,0:31:52.941
No, OK.
0:31:53.101,0:31:55.461
I've got them in front of me, so that's all good.
0:31:55.701,0:31:57.141
I don't have the slides either, Catherine.
0:31:57.141,0:31:59.181
It's still stuck on the lead slide.
0:32:00.381,0:32:01.181
Oh, that's helpful.
0:32:02.661,0:32:05.021
OK, let me just.
0:32:09.341,0:32:13.421
I think while Catherine does that, I can continue on with the context because it's fairly...
0:32:14.701,0:32:16.141
I think that doesn't strictly need a slide.
0:32:16.141,0:32:16.741
So how about Treasury?
0:32:16.741,0:32:18.461
I'm sure many of you are familiar with us.
0:32:18.461,0:32:19.901
We're a central agency.
0:32:20.381,0:32:30.621
We are a knowledge organisation in that our kind of core products and core deliverables are knowledge deliverables and that makes our information one of our core assets.
0:32:31.261,0:32:34.461
We have a range of functions beyond the one we're best well known for.
0:32:34.461,0:32:38.061
I'm sure many of you are familiar with the state budget and the outputs there.
0:32:38.541,0:32:43.621
We have kind of five groups though, so 5 deputy secretaries covering from
0:32:43.701,0:32:50.621
commercial to economic strategy and productivity, policy and budget, amongst others.
0:32:50.981,0:32:54.221
We've also got NSW procurement, for example, procurement reform and banking.
0:32:54.621,0:32:58.701
And we've got around 800 staff in 25 divisions there.
0:32:59.421,0:33:05.101
One piece of key context is many of our IT systems are provided by shared service arrangements.
0:33:06.221,0:33:11.341
So we started our information asset register journey in around 2022, 2023 as well.
0:33:12.541,0:33:21.421
I guess I did have a bit of a vision prior to starting as to what we might want to do in this space, which helps an opportunity to come along to be able to grab it and run with it.
0:33:21.821,0:33:36.061
But in 2023, we had a fairly traditional records management program up to that point, something many of you will be familiar with in terms of we had the records team managing the EDRMS (Electronic Document and Records Management System) and the hard copy information set, but didn't necessarily have a whole lot of visibility beyond that.
0:33:36.621,0:33:39.741
We also had some audit recommendations pending in 2023.
0:33:39.741,0:33:42.461
We're quite familiar with the RMAT (Records Management Assessment Tool) that had been introduced.
0:33:43.021,0:33:50.221
We had increasing use of SharePoint and Teams through the pandemic, as I'm sure many of you are familiar with that experience as well.
0:33:51.181,0:33:57.021
And we also, I guess, that culminated in an information management programme, which was scheduled to run for a couple of years.
0:33:57.341,0:33:59.501
There was many deliverables in that program.
0:33:59.501,0:34:05.101
One of the big ones was also implementing a refreshed ministerials workflow system for our briefing notes, et cetera.
0:34:05.741,0:34:09.501
And those process improvement pieces can be quite intensive.
0:34:09.901,0:34:16.941
So this was a deliverable that was kind of amongst other deliverables as well in terms of our information asset register piece.
0:34:17.421,0:34:26.061
The problem statements there are kind of similar to the flow on from the context, but needing to uplift that RMAT (Records Management Assessment Tool) score, which was below baseline.
0:34:26.701,0:34:31.661
As the information manager, in order to do that, I really needed a much better map of the landscape, a high level.
0:34:32.381,0:34:40.141
We also have had a lot of feedback around things being hard to find in SharePoint, especially, so being able to make inroads and starting to make that easier.
0:34:41.261,0:34:48.701
As HealthShare mentioned, that alignment and overlap between privacy and cybersecurity and really kind of linking in those disciplines was something on my mind.
0:34:49.101,0:34:54.741
And we also were looking for a first use case for the Power Apps platform to help us understand it better.
0:34:55.301,0:34:59.501
And this kind of aligned neatly because it was a project within IT.
0:34:59.901,0:35:04.101
So it was able to, we were able to use this for that.
0:35:04.101,0:35:07.261
And we've gone on to deliver other Power Apps solutions within IT.
0:35:07.821,0:35:09.741
So if we can jump to the next slide.
0:35:10.861,0:35:17.981
So I guess in terms of why information asset register, this was some of the things I was kind of thinking about back in 2022, 2023.
0:35:18.541,0:35:21.181
And it wasn't strictly just around.
0:35:21.261,0:35:30.541
I guess it was kind of a broader set of considerations, philosophies, visions on what should a records and information management team be doing in the mid 2020s?
0:35:31.741,0:35:33.581
What's our kind of primary tool set?
0:35:33.581,0:35:44.061
You know, if you look back over the last 30 years, we were 30 years ago, kind of the hard copy realm was our realm, then we kind of morphed into a lot of system administration work.
0:35:44.341,0:35:46.341
What's kind of that next journey there?
0:35:46.341,0:35:47.981
And I tend to very much believe
0:35:48.541,0:35:55.261
information asset registers will be one of our primary tool sets going forward as we continue to evolve as a discipline.
0:35:55.741,0:36:04.741
And the key thing I think they really do is give us a map of the information landscape beyond what we've traditionally interacted with.
0:36:04.741,0:36:12.941
I think a really important point there is this wasn't about trying to replicate something we could just go and buy off the shelf in terms of building something.
0:36:13.421,0:36:15.421
There's a lot of solutions out there that will
0:36:15.701,0:36:17.661
go and interrogate every single document we have.
0:36:18.061,0:36:21.821
It's really about that high level view as opposed to the granular view.
0:36:22.421,0:36:24.621
A lot of solutions out there that will give us the granular view.
0:36:25.421,0:36:29.341
As part of that, how do we get that oversight without requiring access?
0:36:29.341,0:36:35.621
I think that's something an information asset register can certainly help us with.
0:36:36.221,0:36:41.501
Traditionally, we've relied on kind of just running the EDRMS and getting as much content in there as possible.
0:36:42.501,0:36:49.261
And I read a book many years ago, I forget the name of it, but it was about the information management field and how it will progress into the future.
0:36:49.341,0:37:00.141
And one of the strong imprints it left on me was the need to really evolve into a place where we're facilitating and influencing stakeholders as well as kind of doing some of that doing work.
0:37:00.621,0:37:06.621
And I see that an asset register is really a tool through that high level map that gives us.
0:37:11.021,0:37:27.981
there that HealthShare kind of made around really looking for ways to promote collaboration across the cybersecurity, IT help desk, privacy and information access teams with the information management teams are really leaning into that facilitating, influencing, collaborative kind of mindset.
0:37:28.741,0:37:34.781
And I guess the one last point I have on this slide was just thinking about our own record keeping as an information management team.
0:37:35.341,0:37:37.901
We deal with long-term time frames.
0:37:37.901,0:37:39.101
How do we kind of
0:37:40.501,0:37:43.901
Present and organize our information and records in a way that...
0:37:44.021,0:37:52.781
helps us know what we know and have access to what we know with those long-term time frames in mind.
0:37:53.261,0:38:01.021
Decisions I make today will kind of my predecessor in 10 years time wanting to have access to those and be able to fit them into the context in 10 years time.
0:38:01.661,0:38:04.941
And I think an asset register gives us a way to do that as well.
0:38:05.341,0:38:12.621
So that was some of the thinking that was going on at the time, which kind of led us to including it in that information management program.
0:38:13.421,0:38:19.621
It started in 2022, and that ultimately culminated in building a solution in Power Apps.
0:38:19.621,0:38:27.581
So if we jump to the next slide, I've got a couple of screenshots in the subsequent slides as to what this looks like.
0:38:28.061,0:38:35.101
We kind of started from the ground up in terms of really using this as an initiative to understand what we had first.
0:38:35.981,0:38:41.421
So our core data point in the app that we built, and I'll show you that in the subsequent slides, but it's
0:38:41.741,0:38:45.421
principally a database, is what we're currently calling digital workspaces.
0:38:45.421,0:38:47.821
So a digital workspace can be lots of different things.
0:38:48.301,0:39:02.621
It can be a SharePoint site, it can be a shared mailbox, it can be a top-level folder in the EDRMS, a top-level folder on network drives, a Power BI workspace, a Jira, a Confluence workspace, or we might call a custom data set.
0:39:02.941,0:39:05.821
Most business systems should at least have one custom data set in them.
0:39:06.861,0:39:11.261
So really building out that map of where people are working and what's where.
0:39:12.621,0:39:14.421
So that's kind of our core data point.
0:39:14.941,0:39:26.221
And in terms of building up that kind of high level map of the landscape, we've got a number of other data points in the asset register, which we can then map those workspaces through to.
0:39:26.621,0:39:34.141
So information assets, which we'll touch on in a second, business systems, we've got an ability to run assessments through there.
0:39:34.141,0:39:36.341
So we currently run our privacy assessments through there.
0:39:36.421,0:39:37.541
I've got some screenshots
0:39:38.381,0:39:39.421
on the subsequent slides.
0:39:39.741,0:39:41.821
We can also map through to retention schedules.
0:39:42.221,0:39:44.021
The thinking there was at a high level.
0:39:44.021,0:39:48.381
I know there's that kind of divergence of use at times in the record space.
0:39:48.381,0:39:52.221
Do we do kind of big bucket retention or granular level retention?
0:39:52.221,0:39:54.141
I think there's arguably a place for both.
0:39:54.781,0:40:01.661
And being able to just map this out at a high level kind of just gives us a feel of what's where, gives us a sense of where we can go and focus.
0:40:02.301,0:40:04.221
Instruments at Treasury, we have
0:40:04.981,0:40:14.181
a lot of interesting information sets as a result of our diverse activities and being able to kind of track how we got those, why they're ours etc.
0:40:14.181,0:40:18.581
That often comes through regulations or contracts and agreements and various other instruments.
0:40:18.581,0:40:25.341
So being able to put those in a list but also map it back to what it relates to, to build that understanding.
0:40:26.141,0:40:29.741
Also being able to map through to access directions, Museums of History NSW series
0:40:31.661,0:40:39.421
as well, and to be able to run case management through the system in terms of, I guess, a broader way of working.
0:40:39.421,0:40:53.101
There's kind of IT help desk ticket for level 1 support, but those things that kind of go a little bit beyond the ticket, data migrations, detailed design work for a SharePoint site or something, being able to kind of record that, track that, but then also link it back into the workspace.
0:40:53.821,0:41:00.861
So we've got that behind the scenes view through the app, and then we have a business-facing view that's delivered
0:41:00.981,0:41:01.901
through Power Pages.
0:41:02.621,0:41:08.101
So we have a My Information Board there, which I will show on the subsequent slides, so I won't spend too long covering that here.
0:41:08.101,0:41:11.021
And we have our Privacy Portal and Privacy Assessments.
0:41:11.501,0:41:13.821
So I'll cover those on the other slides as well.
0:41:14.061,0:41:18.701
The one thing I've got just under that digital workspace is there is we did do a proof of concept.
0:41:18.701,0:41:20.141
We haven't productionised that yet.
0:41:20.821,0:41:37.421
Where if it's a SharePoint site in the register, because we have a lot of SharePoint sites, it can go off to SharePoint if it's got access and pull a little bit of metadata about that SharePoint site in to the register, what it's called, who the owners are, how much content is in there, what date it came into existence.
0:41:37.901,0:41:44.461
And keeping in mind, because we have those shared services, we don't necessarily have full admin access to some of these platforms.
0:41:47.141,0:41:51.901
So just in terms of how we did this, we worked with a vendor in terms of Power Apps because it was that first solution.
0:41:52.221,0:41:55.021
We took a fairly iterative approach with them.
0:41:55.021,0:42:03.941
They were able to take our mock-ups that we'd done, our kind of ideas, and help us learn about the Power Platform and iteratively build something out.
0:42:03.941,0:42:10.861
If we jump to the next slide, what it looks like, you see you can visualise what I'm kind of referring to.
0:42:10.941,0:42:13.261
So this is a screenshot from,
0:42:13.861,0:42:17.821
of a digital workspace in the kind of power up in the background, the database, it's fairly small.
0:42:18.301,0:42:33.021
Essentially just collecting a lot of data points there around what it is, what system it's in, is it temporary BAU, when the, that's a SharePoint site, so when the integration last ran, this is from our test environment, so there's not much data against it.
0:42:33.741,0:42:42.381
We're also able to kind of link kind of 3/4 of the way down that first column there to assessments, cases or issues, retention schedules,
0:42:43.141,0:42:44.061
sets, et cetera.
0:42:45.901,0:42:51.501
We've got some data points there around does this workspace have, keep forever records in it or permanent records?
0:42:51.501,0:42:54.541
Does it have PII in it or other sensitive information?
0:42:55.101,0:42:55.901
Is it in use?
0:42:55.981,0:42:57.021
Is it high risk high value?
0:42:57.021,0:43:00.061
That's something we have to do some more work on defining the high risk high value.
0:43:01.261,0:43:06.701
And over to the right, we've got the ability to map to executive owners and record a timeline.
0:43:07.341,0:43:11.821
There's also a bit of a workflow across the top of the life cycle of a digital workspace
0:43:12.301,0:43:13.941
and a lot of those points in the left hand
0:43:14.141,0:43:15.581
column there that we can map out,
0:43:15.581,0:43:20.061
you can click the tab across the top and get a more complete view.
0:43:21.501,0:43:25.901
We did put a fairly flexible data model in place because it was kind of an iterative design process.
0:43:26.301,0:43:38.221
The general thinking was if we make the data model fairly flexible, allowing us to link all these different things together, we could refine how we use it through business rules later without needing to have every single answer up front.
0:43:39.181,0:43:42.581
I think a key thing in here for me is that timeline feature in the bottom
0:43:42.701,0:43:47.581
right,
and really being able to record that history of a digital workspace over time.
0:43:47.581,0:43:49.381
Is there data migrations coming in and out?
0:43:49.381,0:43:53.141
Is there access control reviews happening, et cetera?
0:43:54.141,0:44:00.061
If we jump to the next slide, we then have that ability to map those digital workspaces back up to an asset.
0:44:00.421,0:44:09.661
And I was taking lots of notes during the HealthShare presentation because as we kind of approach this from the ground up, we haven't put as much work yet into fully mapping out
0:44:10.141,0:44:32.381
those assets. Where we do have a list of assets in the register that we've mapped these things back up to, we've to date taken an approach of using what would more be the traditional records function, so records of function X, records of function Y, and just mapping all those digital workspaces back into that.
0:44:32.381,0:44:38.981
So really taking those several 1000 workspaces and just pulling it up a level again to give us that visibility overview
0:44:39.541,0:44:40.141
of the landscape.
0:44:40.701,0:44:44.741
There are some things that we kind of want to record the history at this level.
0:44:44.741,0:44:49.341
There are other things we kind of want to be recording that history and story at the workspace level.
0:44:50.461,0:44:58.381
Again, that similar concept of a fairly flexible data model there to map things out as we need to and refine it by business rules.
0:45:00.221,0:45:01.981
So if we jump to the next slide.
0:45:04.581,0:45:13.341
So what we saw there was, I guess, the records team view and the view that as we engage our stakeholders, like the information access team, the cybersecurity team, they would be that.
0:45:13.741,0:45:19.581
We've also then put together a business face interview in response to a lot of feedback we're having from around the organisation.
0:45:20.061,0:45:25.581
And this is the My Information board, which if you see that screenshot there, we've embedded it into Teams.
0:45:27.261,0:45:29.501
And essentially what this does, you know, kind of
0:45:29.941,0:45:35.461
an increasingly fragmented information environment where we've got information in many different systems for many reasons.
0:45:35.461,0:45:44.461
And while there's a discussion about how many SharePoint sites, et cetera, we should have, I think those days of just having a tiny number of places are probably behind us.
0:45:44.781,0:45:53.661
So what this does is allows us to kind of aggregate the information landscape from a business user's perspective and help point them in the right direction.
0:45:54.541,0:45:55.341
So it is,
0:45:55.861,0:46:03.341
the way this works is all of those digital workspaces in the register get assigned to an executive owner.
0:46:03.421,0:46:05.341
They can also be assigned to a topic.
0:46:05.341,0:46:14.541
I'd suggest if our assets were records functions, the topics are very similar to activities, the classic function activity subject model in how we've approached that.
0:46:14.541,0:46:20.141
So drawing from that practice, records practice.
0:46:20.541,0:46:33.141
So there are assigned topics, those workspaces in the screenshots there at the end, there's only kind of a couple of SharePoint sites, but they could be share mailboxes, the Power BI workspaces, the network drive folders, EDRMS folders at the high level, et cetera.
0:46:33.141,0:46:35.821
So they are all there when you expand those topics.
0:46:36.221,0:46:38.621
The icons do link through to the workspaces.
0:46:38.621,0:46:43.661
So again, you may not have access to it, but it's giving you that visibility of what's out there.
0:46:44.701,0:46:46.941
And that is one of those RMAT questions around
0:46:47.661,0:46:52.141
staff have the ability to kind of find information and resources in the organisation.
0:46:54.541,0:47:00.861
We've got the ability to then define kind of what's going into those digital workspaces through that what do we use this for column.
0:47:01.421,0:47:06.141
We have done an exercise with the organisation to start collecting some of that information, which I'll talk about shortly.
0:47:06.621,0:47:14.621
And there's a flags column there, which if we've done a privacy assessment in the system and linked it to that workspace, it will appear in that flags column as well.
0:47:15.101,0:47:20.181
And if you've got access to that privacy assessment, you can go and have a look at the privacy assessment.
0:47:20.461,0:47:22.821
So really kind of tying everything together and giving
0:47:24.461,0:47:28.821
staff members that kind of initial inroad to the information landscape.
0:47:29.101,0:47:36.701
One of the points we had had especially around SharePoint was people do struggle with the lack of structure and hierarchy in SharePoint compared to other systems.
0:47:36.941,0:47:46.261
So part of the thinking here really was we can give a little bit of that structure back at a high level before linking you off to where the relevant information resources are.
0:47:47.661,0:47:48.821
So that's the My Information Board.
0:47:48.821,0:47:50.261
We're pretty proud of that one.
0:47:50.261,0:47:52.861
And the one thing in the top right there is where it says executive.
0:47:53.101,0:47:58.541
You can actually change that drop down to other areas as well to kind of see that map around the organisation.
0:47:59.101,0:48:08.541
And if you are really paying attention a couple of slides back on those digital workspace slide in the records team view, there was a button there to exclude it from being on the info board as well.
0:48:08.861,0:48:15.341
So if there was something especially sensitive that we didn't want showing, we can make sure it doesn't turn up.
0:48:16.861,0:48:21.581
So on the next slide, I mentioned we also put in some privacy features.
0:48:21.581,0:48:26.221
So on the left-hand side here, we have our privacy management portal that's also in Power Pages.
0:48:26.221,0:48:30.501
So that's showing all the privacy assessments that have been done in the system.
0:48:30.501,0:48:34.621
This is in our test environment and admin view, so I'm seeing them all.
0:48:36.061,0:48:42.621
I think just in the interest of time, this will be fairly obvious to everyone here why we want that view of privacy assessments.
0:48:42.621,0:48:43.861
They tell us kind of why we have
0:48:44.021,0:48:45.421
something, how we say that we manage it.
0:48:46.221,0:48:53.101
Having that view across the information management team, but also the privacy team having the view across the information landscape is helpful.
0:48:53.701,0:48:56.701
If we can just press the button again, Catherine, there should be something on the right here.
0:48:58.381,0:49:02.061
And on the right there, that's a view of our Privacy Assessment Form.
0:49:02.061,0:49:04.061
So our digital Privacy Assessment Form.
0:49:05.341,0:49:06.381
So we have two forms there.
0:49:06.381,0:49:08.141
There's a rapid privacy assessment.
0:49:09.741,0:49:13.421
And depending on your answers to that, it will determine if you need to do the full privacy assessment.
0:49:14.461,0:49:22.221
There's some approval workflows that will then go through to the relevant executives and privacy champions to approve those assessments.
0:49:22.221,0:49:28.541
And once those workflows are completed, it also saves a PDF of the assessment out to SharePoint.
0:49:29.421,0:49:39.061
And I mentioned we can link those privacy assessments in the background back to those digital workspaces and assets to be able to kind of get that map of the landscape.
0:49:41.261,0:49:42.301
Let's keep going for time.
0:49:44.221,0:49:44.781
Next slide.
0:49:45.021,0:49:46.141
So our journey so far.
0:49:46.141,0:49:55.061
So we've imported several thousand of our digital workspaces into the register and mapped those to owners because of those shared services arrangements.
0:49:55.061,0:49:59.021
So it's a bit of a journey for us to track down that information and unpack it.
0:49:59.581,0:50:04.141
That did, similar to the HealthShare experience, we've had a lot of organisational engagement on this.
0:50:04.541,0:50:08.781
So as part of doing that ownership mapping, we briefed every
0:50:09.821,0:50:16.301
level leadership team and went down to the directorate leadership teams in a lot of instances as well.
0:50:16.301,0:50:21.381
That's led to a lot of conversations around information and records management around the organisation.
0:50:21.381,0:50:25.901
And I think as the speaker from HealthShare was saying, has spurred on some activities.
0:50:26.141,0:50:33.221
We're slowly starting to utilise the kind of case management issues management functionality within the records management team.
0:50:33.221,0:50:34.941
We're kind of linking those
0:50:35.701,0:50:38.861
initiatives we're working on back to the things that they relate to.
0:50:39.741,0:50:54.861
As a result of this and some of the visibility it's given us, we've actioned our first SharePoint site consolidation where we had a branch that had kind of over 100 SharePoint sites that when we were going through and adding the topics and assigning owners, we're like, we think we can consolidate those ones down fairly quickly.
0:50:55.421,0:50:57.341
So we took 100 down to about four.
0:50:58.461,0:51:03.501
Collectively, I think all of this activity will lead to an improvement in our RMAT score, but also
0:51:04.301,0:51:08.741
not just the RMAT score, but the evidence we have for each of the questions as well.
0:51:08.741,0:51:11.021
We'll be able to point back to this more and more.
0:51:11.741,0:51:24.861
Our next step really is implementing more of those mappings of those workspaces through to assets, defining those assets a little more, mapping things through to retentions and access directions, et cetera, to make sure we've got that holistic coverage.
0:51:25.501,0:51:31.021
In terms of some potential next steps and opportunities, I see that there's more opportunity to align with cyber requirements.
0:51:31.021,0:51:32.061
I know that they've got some
0:51:32.781,0:51:43.021
systems lifecycle mapping work that's coming through in their requirement stream, embedding it as a tool across those various disciplines that require this kind of visibility.
0:51:43.581,0:51:47.661
There's a few minor data model updates I think we need to do based on our learning so far.
0:51:48.221,0:51:58.381
And I also see there's a lot of potential for AI to kind of assist us in maintaining this, to kind of go through and describe what's in some of these SharePoint sites for us to give us that kind of,
0:51:58.861,0:52:04.141
tell us what's here in two sentences, to give us suggestions on some of those mappings, et cetera.
0:52:04.661,0:52:13.821
I think we've all probably had experiences doing those type of mappings where a lot of the time is spent selecting a drop down menu and scrolling kind of 72 options down to get the one you want.
0:52:13.821,0:52:18.901
So if an AI can kind of give us a first cut, it's probably gains there.
0:52:20.461,0:52:22.541
So just in terms of our takeaways then,
0:52:26.861,0:52:36.141
Actually, one point on the previous slide is we also updated our policies as well, just in terms of embedding that concept of ownership.
0:52:36.141,0:52:38.461
So this wasn't just a technology solution.
0:52:39.101,0:52:46.941
We updated our records policies, which were very EDRMS-centric at the time, to be much more holistic and talk about those concepts of ownership.
0:52:47.181,0:52:55.341
Our concepts of ownership were aligned to the Digital NSW data governance concepts in their documents that they've published.
0:52:56.701,0:53:06.781
And one thing that also the cyber team told me just yesterday is they're using this in their attestations for their evidence in terms of the cybersecurity maturity.
0:53:07.261,0:53:17.581
And something that HealthShare mentioned as well was we also put in place an information management reference group where this is discussed amongst the other program deliverables.
0:53:18.701,0:53:24.781
So in terms of the takeaways then on the next slide, very much a journey as opposed to a destination.
0:53:25.581,0:53:33.901
It's not perfect, although very much trying to embody that Digital NSW spirit of if the foundations are working and it's better than what we have, make sure we're using it.
0:53:34.701,0:53:37.101
It's definitely helped us make progress on some problems.
0:53:37.101,0:53:39.101
We still have work to do on others.
0:53:39.741,0:53:48.301
I think for me, one key takeaway is the tool has been a catalyst for action and it's probably that action that matters more so than the tool in some regards.
0:53:48.781,0:53:51.701
It's prompted us to take that action to understand our landscape better.
0:53:51.821,0:53:52.941
It's resulted in
0:53:53.581,0:54:07.021
a tremendous amount of senior executive engagement across the organisation that's led to many discussions, which, from my perspective, have started upon building that momentum, and kind of a key part of our role now is to just maintain that momentum.
0:54:07.581,0:54:13.261
It's starting to prompt considerations on kind of cleaning up the SharePoint environment a little bit, consolidating some of our sites.
0:54:14.021,0:54:22.461
I think it allows us to systematise some of our work as well to make it easier for people outside the information management team to understand what we're doing and how we're doing it.
0:54:23.461,0:54:26.381
And I guess the key kind of takeaway is it's one step at a time.
0:54:27.181,0:54:29.341
Similar to HealthShare, we started this a few years ago.
0:54:29.901,0:54:33.181
We started with a mock-up in a SharePoint site of a few lists.
0:54:33.261,0:54:41.501
And as a result of that, an opportunity did come along, which we were able to jump on in terms of building it out into a more
0:54:42.341,0:54:43.181
wholesome power app.
0:54:43.621,0:54:47.661
I think there's that old saying, you kind of overestimate what you can achieve in a year, which I think I definitely did.
0:54:48.061,0:54:54.301
But look, given we're about 2 1/2, three years in, probably underestimating what we could have achieved or can achieve in five years.
0:54:54.701,0:54:57.821
So I think the next couple of years would be interesting for us.
0:54:58.861,0:55:00.621
As I mentioned, each action builds momentum.
0:55:00.621,0:55:03.101
We just need to focus on maintaining that momentum.
0:55:03.821,0:55:06.021
It certainly has evolved in ways we didn't expect.
0:55:06.021,0:55:12.221
A lot of those privacy features weren't kind of on the radar for us initially, but there was again an opportunity that we were
0:55:12.421,0:55:15.661
able to seize there, which I think was a really good alignment.
0:55:16.141,0:55:21.101
The, my information board also wasn't as kind of prominent initially in our thinking.
0:55:22.781,0:55:27.181
And as I mentioned each year, this helps us improve our RMAT a little bit more.
0:55:29.101,0:55:33.541
And back to you, Catherine, that was my presentation and my phone just went off for 25 minutes.
0:55:33.541,0:55:34.041
So there we go.
0:55:35.261,0:55:38.861
Well, firstly, can I please express my apologies?
0:55:38.861,0:55:41.021
I did have a major technology
0:55:42.061,0:55:49.861
malfunction at my end, but I'm glad that you were able to keep going while I was dealing with that malfunction in the background.
0:55:49.861,0:55:51.261
So I'm very, very sorry, Nick.
0:55:51.821,0:55:53.901
Apologies to everyone else who was on the call.
0:55:53.901,0:55:57.421
Yes, I did freeze and it was a bit of a drama.
0:55:57.661,0:56:01.981
Anyway, Nick, I have a question for you in the Q&A.
0:56:03.261,0:56:09.661
Gerard Callahanna is asking, are the SharePoint sites themselves with updates being captured as records?
0:56:10.621,0:56:12.141
That's his first question.
0:56:12.541,0:56:16.621
He's got follow-up questions there, but I'll let you tackle that one first.
0:56:20.781,0:56:28.381
I guess essentially the way that's working is every SharePoint site is a entry in the list of digital workspaces.
0:56:28.861,0:56:36.461
We haven't necessarily delved into assessing each of those SharePoint sites yet in terms of are they higher risk, lower risk.
0:56:37.581,0:56:40.941
mapping retentions, et cetera, which would help us figure out some of that.
0:56:41.421,0:56:44.381
So we're still kind of done the discovery bit.
0:56:44.381,0:56:47.021
I guess the what's next is still being worked through.
0:56:47.861,0:56:48.221
Okay.
0:56:48.221,0:56:57.581
And Gerard is also asking, are you capturing records found at different sites into a record keeping system or are you leaving them in place?
0:56:58.621,0:56:59.541
Leaving them in place.
0:56:59.541,0:57:06.301
And I guess this is a response to as well to that kind of evolution from EDRMS to manage in place and
0:57:06.861,0:57:11.541
needing to understand the landscape and have visibility of the landscape beyond just the EDRMS.
0:57:11.541,0:57:15.541
So we're definitely adopting that manage in place approach.
0:57:15.541,0:57:20.861
And I guess part of my broader philosophy on that as well is moving things can introduce issues as well.
0:57:20.941,0:57:29.181
I think we've seen situations in the past where items have been moved and dates have changed, which has been, we've had near misses and searches and those types of things.
0:57:30.861,0:57:34.861
So I see that there's merit to leaving in place.
0:57:35.501,0:57:38.981
OK, and time for just two more questions.
0:57:38.981,0:57:42.941
So I'll just move on to the question from David Warden.
0:57:44.061,0:57:48.541
Did you have a vendor build the information asset register in Power App or did you build it?
0:57:49.581,0:57:54.141
We had a vendor who worked on that with us and helped us understand the Power Platform as well.
0:57:54.861,0:57:55.361
Great.
0:57:56.141,0:58:01.981
And last question from Karen Burgess is how big is your records team versus your organisation?
0:58:03.981,0:58:05.141
That is a really good question.
0:58:05.141,0:58:10.541
So at the moment, our records team is around 4 FTEs and Treasuries 800.
0:58:10.861,0:58:19.581
We do have a couple of focuses in the team though, so probably closer to three, 2 1/2, three people focused on the classic records tasks.
0:58:19.581,0:58:25.181
And we also kind of have those ministerial workflow solutions and things that we take care of.
0:58:26.181,0:58:26.681
Great.
0:58:26.981,0:58:27.481
OK.
0:58:27.661,0:58:31.581
Well, I would like to thank you very much, Nick, for your presentation.
0:58:32.061,0:58:42.381
And I'm sorry about the technology issue at my end, but thank you very much for sharing your journey and look forward to hearing more as the journey continues.
0:58:43.021,0:58:52.381
And now I am going to take a look at a different aspect of records and information management for the next presentation in our Forum.
0:58:53.421,0:59:02.381
And we're going to be hearing from Allison Graycon, who's an officer at Agency Services, Museums of History NSW.
0:59:03.421,0:59:09.461
And Allison is going to be looking at digital transfer.
0:59:09.581,0:59:14.701
And just some background on Allison while we just move to, yep, that's the slide.
0:59:15.661,0:59:19.741
Allison has worked in archives in both the federal and New South Wales governments
0:59:20.061,0:59:21.581
for over 15 years.
0:59:21.581,0:59:28.781
She began her career by preserving motion picture film, starting a love of preserving records of unusual formats.
0:59:29.181,0:59:42.381
Being part of the agency services teams since its creation over five years ago has led her to work passionately with born digital records from their transfer through to their ingest into the State Archives collection.
0:59:42.381,0:59:42.941
So
0:59:44.461,0:59:49.021
I'm going to hand over to Allison to take you through her presentation.
0:59:50.061,0:59:56.701
Thank you, Catherine, for that introduction and good morning, yep still morning to everyone online.
0:59:57.341,1:00:06.221
I just want to say a big thank you to Lois and Caroline and Nick for your really interesting talks and all that massive work that you've been doing,
1:00:06.701,1:00:08.541
and sharing that with us today.
1:00:08.781,1:00:09.501
It was interesting.
1:00:09.501,1:00:15.261
I found some common themes when I was thinking about the transfer process of digital records into the State Archives collection.
1:00:15.501,1:00:24.061
And even though you're at a different stage of the record lifecycle, the scale and diversity that was mentioned is something we deal with a lot with
1:00:24.781,1:00:35.261
digital transfers, that importance of getting buy-in from executives, I think really we could all acknowledge that it is essential for the entire life cycle of a record.
1:00:35.261,1:00:41.261
So to hear that was a big part of your processes early on with your asset registers was really interesting.
1:00:41.501,1:00:52.941
And the importance of those relationships outside and stakeholders outside your teams and really cultivating them and making them work for you in that process is something else that's really familiar when I think about
1:00:53.341,1:01:03.821
the step of transferring records of enduring value into the State Archives collection, because often with digital transfers, you may be working and contacting with teams that you don't often,
1:01:03.821,1:01:08.221
and, you know, that stakeholder cultivation is really important.
1:01:08.541,1:01:18.141
And just on the last note as well, before I kick off my presentation, that idea that it's one step at a time and it's a journey also really resonates with digital transfer.
1:01:19.021,1:01:23.221
It's not a necessarily a one hit, we're ready to go, we're contacting
1:01:23.901,1:01:25.741
the Agency Services team and we're off.
1:01:25.901,1:01:30.541
Sometimes we come in early and it's a really long kind of journey to get that transfer done.
1:01:30.541,1:01:35.661
So I thought it was really interesting that those themes are running through today's presentations.
1:01:36.621,1:01:42.701
And just before I get started, I just wanted to acknowledge that I'm talking to you today from beautiful spring in Darug country.
1:01:43.661,1:01:46.141
And it's lovely to be talking to you from that country today.
1:01:48.061,1:01:55.821
So as Catherine mentioned, I'm here to talk to everybody about the processes of transferring digital records to the State Archives collection.
1:01:56.221,1:02:00.221
The team that does that is the Agency Services team of which I'm part.
1:02:00.621,1:02:06.061
Our senior advisor is Kristy Tiberi and we also have an archivist, Aisling Irwin.
1:02:06.301,1:02:17.301
So when you contact the Agency Services team to talk about digital transfer, it might be me or Christy or Aisling that will be contacting you to help you go through the steps.
1:02:17.701,1:02:19.101
of transferring records.
1:02:20.101,1:02:27.021
When I talk about digital records, I just want to give, there's a few different scenarios about where digital records come from.
1:02:27.981,1:02:30.221
Firstly, you've got your digital born records.
1:02:30.221,1:02:34.221
So records that have never been physical, they were born digital, used digitally.
1:02:34.701,1:02:53.301
And then you do have that other situation where you may have actually converted physical records into digitised records and that digital record is now your enduring record and will actually be the record that you use and then manage potentially as a state archive and transfer to us.
1:02:53.301,1:03:01.381
So we are the team, we can do both those scenarios and can help you with this process of transfer, not of digitising, I should be clear.
1:03:02.861,1:03:15.901
We often have other situations as well where the physical record has been digitised by a public office, but the physical record is still required for that transfer and the digital copy comes in as an access copy.
1:03:16.141,1:03:26.061
I won't be speaking so much to that scenario today, but if you have that scenario and would like help transferring your physical records, but also a digital copy, you can reach out to us as well.
1:03:27.261,1:03:37.261
So today I'll be talking primarily about the digital born records or digital records that may have started as physical but are now the digital record will become the State Archive.
1:03:38.941,1:03:42.781
So why are we transferring digital records at all?
1:03:43.261,1:03:49.741
There's a number of reasons why you'd be wanting to transfer your digital records required as a State Archives to our collection.
1:03:51.901,1:03:56.941
And one of those is that it reduces your organisation's cost for software licenses,
1:03:57.981,1:04:06.461
vendor support for supporting and continuing legacy systems, reducing storage space and hardware infrastructure costs.
1:04:06.941,1:04:13.181
It also passes on any risks and liabilities that you may have with maintaining accessibility to those records.
1:04:15.021,1:04:22.621
It also passes on responsibility to managing public access to records back to the Museums of History NSW,
1:04:22.941,1:04:28.781
and also enables you as a public office to then become compliant with Section 29 of the State Records Act.
1:04:30.941,1:04:33.581
Is there a cost to digital transfer?
1:04:34.621,1:04:40.701
Any cost that there is to digital transfer, there may be on resourcing in your own organisation.
1:04:41.261,1:04:50.061
So you may need to have appropriately skilled staff to migrate records or extract records out of systems or identify them and sentence them in the 1st place.
1:04:51.181,1:04:57.821
You may need to migrate records of obsolete physical, so your hard drives or floppy disks, etc.,
1:04:57.821,1:05:01.981
may need to be migrated into new formats and things like that.
1:05:02.301,1:05:09.021
However, we do not charge for visits or support, calls or ongoing storage, etc.,
1:05:09.181,1:05:11.341
to the State Archives collections.
1:05:12.141,1:05:13.261
So any costs will
1:05:14.021,1:05:23.821
most likely, as I said, be resourced internally and we can help with those discussions and as you prepare your digital transfers.
1:05:26.861,1:05:29.581
How do you describe your digital records?
1:05:31.501,1:05:35.621
With metadata is the easy answer, but what is metadata?
1:05:35.621,1:05:38.941
What's minimum metadata is a question we get a lot of the time.
1:05:40.221,1:05:41.901
But like physical records,
1:05:42.661,1:05:51.661
digital records need to be arranged in a series and then also have their items and consignment lists created just like you do with a physical transfer.
1:05:52.541,1:05:57.901
Often you can get lots of metadata out of the systems that you're exporting digital records out of.
1:05:58.301,1:06:09.501
And we are happy at any time to be given extracts of metadata from systems to see if what we require matches or if we may need some more or if you have too much.
1:06:09.501,1:06:13.821
And we may say, we olny, this is the metadata that we require from you.
1:06:15.341,1:06:35.821
On our website, we have some advice pages and we do also have a digital transfer consignment list, which can guide you into what we need as a minimum set to describe digital records in their series, folder structures and then the digital objects as well on the files.
1:06:38.301,1:06:40.581
How do you start to request a digital transfer?
1:06:41.301,1:06:51.901
A digital transfer can be requested via our public service portal and selecting digital on the item list template page when you are asked what kind of record you are transferring.
1:06:52.381,1:07:07.181
If you don't have access or an account or a user account to our portal, you can reach out to us at Agency Services and we can get one created for you and show you how to use the portal to request transfer of digital records.
1:07:10.061,1:07:10.561
Thank you.
1:07:10.701,1:07:11.661
Next slide.
1:07:14.141,1:07:25.181
So once you have identified your digital records, you've got a series to put them into, you've got your extracts and metadata, and we've authorised a transfer.
1:07:25.661,1:07:29.021
How do you actually deliver those digital records to us?
1:07:29.341,1:07:31.661
It is not via the public office Portal.
1:07:32.221,1:07:41.901
But we do have, as I mentioned earlier, that diversity and scale of digital transfers that we work with.
1:07:42.221,1:07:46.461
We also have a diverse range of methods to get that data to us.
1:07:46.861,1:07:53.501
So we have options from delivering hard drives to you with secure pins that you can put
1:07:54.061,1:07:54.941
data onto.
1:07:55.181,1:08:04.461
We also have some secure drop boxes as well, or we can accept hard drives that maybe you've prepared earlier, and then we can get the records off those.
1:08:04.701,1:08:09.661
So we try and work with you to find a solution that will be fit for purpose.
1:08:11.661,1:08:14.781
What happens after the transfer and delivery of records?
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We also, the Agency Services team is also responsible for the ingest of digital records into our state archives digital repository.
1:08:24.701,1:08:37.141
So after we've authorised to transfer and receive the data from you, our team will work on the ingest of those records into our system and notify you that ingest has been successful and completed.
1:08:37.141,1:08:38.701
And then your record
1:08:40.101,1:08:55.701
descriptions, item level descriptions and things will then be available on Primo for people, sorry, our external website for people to search through and access your records according to the access directions that you provide to us during transfer.
1:08:57.261,1:09:05.501
And we can also provide a service as well for file retrieval once you have transferred your records to us if you need something back.
1:09:07.661,1:09:08.381
And then
1:09:10.541,1:09:11.861
Oh, yes!
So what to do.
1:09:12.221,1:09:14.301
So that was all with your born digital records.
1:09:14.701,1:09:19.981
And so then if you, I said I'd just very briefly mention about digital access copies.
1:09:21.021,1:09:27.341
If you have digital access copies for physical records, what you would do is just follow the steps of a physical transfer.
1:09:27.741,1:09:36.701
So again, identifying series, creating a list, submitting the transfer request of a physical transfer into our public office portal.
1:09:37.181,1:09:50.621
And then we'll work with you to ascertain the digital copies and then we'll link them together in our portal and then take receipt of the physical records as well.
1:09:54.381,1:09:55.741
So where can you find help?
1:09:56.461,1:09:59.021
I know it's a lot of information that I've just thrown at you.
1:09:59.021,1:10:03.821
So where can you look back and say, hang on, what do we need to do?
1:10:04.461,1:10:08.061
We have some information pages on our website.
1:10:08.141,1:10:11.901
We have an information page transferring digital records to our custody (https://mhnsw.au/transferring-digital-records-to-our-custody/)
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And I'll just get Kristy to drop in a link as well into the chat so you can find that.
1:10:18.461,1:10:29.181
We also have an advice page on the transfer of electronic annual reports to support teams who need to submit those annual reports to us each year (https://mhnsw.au/transfer-of-electronic-annual-reports/)
1:10:30.141,1:10:33.101
Alternatively, you can reach out to us as a team
1:10:33.661,1:10:41.941
the Agency Services e-mail just there, transfer@mhnsw.au.
1:10:43.341,1:10:43.941
We
1:10:44.021,1:10:58.541
often suggest if you've not started a digital transfer before, or even if you have, but you have a new digital set or a new system that you're looking at getting exports from, what's a new journey for you, to contact us as early as possible.
1:10:59.101,1:11:02.461
As I mentioned earlier, it really is that theme of it being a journey.
1:11:02.461,1:11:09.021
We are happy if you're not at transfer ready, but you're thinking about a system or looking at your digital
1:11:09.821,1:11:11.821
records that are required as a state archive.
1:11:11.981,1:11:25.701
We're happy to talk to people early on in that process, get examples of metadata, have a look at the structures of information that you're looking to transfer, and really be on the ground with you for the entire process.
1:11:25.701,1:11:31.341
So please don't hesitate to reach out to us as early as you feel you need to, even if that
1:11:31.821,1:11:35.981
end goal of that digital transfer being authorised is a little far off.
1:11:36.221,1:11:47.181
We're more than happy because I think the earlier you can get those answers and support from us, the smoother your journey will go in preparing and then delivering us those records.
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Thank you very much.
1:11:49.581,1:11:50.141
That's me.
1:11:52.221,1:11:52.701
Great.
1:11:52.701,1:11:54.381
Thank you very much, Allison.
1:11:54.861,1:11:58.221
Let's have a look and see if we've got some questions for you.
1:11:58.221,1:11:58.941
Oh, yes, we do.
1:11:59.741,1:12:03.901
Okay, the first question you've got is coming from Duncan McColl.
1:12:04.301,1:12:16.981
And Duncan asks, if an agency has a distributed management agreement of state archives arrangement in place, what measures are needed to be in place for managing these digital records and their digital preservation?
1:12:16.981,1:12:22.381
That is a really good question and I don't know if I actually have an answer that I could give you today.
1:12:23.181,1:12:23.681
We've
1:12:24.461,1:12:29.341
I'm not sure that they have in the past covered digital records and it's something we need to consider.
1:12:29.341,1:12:35.901
So I might take that question offline and come back with a more specific answer if that's okay.
1:12:35.901,1:12:39.341
And it's something we may need to look at because that is a growing area as well.
1:12:39.421,1:12:45.741
People have really large data sets that, you know, maybe it's not viable to transfer or things like that.
1:12:46.781,1:12:52.541
Those solutions, yeah, are in the early days for us in that space.
1:12:55.261,1:12:56.301
Do we have any other?
1:12:56.301,1:12:57.381
Thanks, Allison.
1:12:57.381,1:12:59.261
Do we have any other questions for Allison?
1:13:02.941,1:13:06.541
Okay.
If that's the case, I'll say thank you very much, Allison.
1:13:06.541,1:13:13.581
And we'll move along to our next presenter, which is Angela McGing, Acting Manager, Policy and Advice.
1:13:13.581,1:13:20.061
And Allison, sorry, Angela has the updates from State Records.
1:13:21.661,1:13:22.541
Thanks, Catherine.
1:13:24.101,1:13:25.821
If we can move on to the next slide.
1:13:26.381,1:13:28.301
These are some very quick updates.
1:13:28.541,1:13:33.581
We've issued a revised disposal authority for records that have been copied.
1:13:34.781,1:13:36.621
It's available on our website.
1:13:36.621,1:13:38.061
It just came out this week.
1:13:38.461,1:13:44.861
The only real changes are around audiovisual records and retaining agency records.
1:13:45.341,1:13:48.861
We will also be reissuing GA48.
1:13:48.861,1:13:51.101
We're not proposing any changes.
1:13:51.101,1:13:52.621
It will just be a refresh.
1:13:53.341,1:13:57.821
Also looking at revoking our old general authority for corporate shared services.
1:13:57.821,1:14:01.661
So if anyone's using it, if they can get in contact with us.
1:14:02.061,1:14:04.301
Record keeping monitoring exercise.
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This will be taking place from the 2nd to the 27th of March next year.
1:14:10.181,1:14:12.221
It's a mandatory requirement.
1:14:12.261,1:14:14.461
All public officers have to make a submission.
1:14:14.941,1:14:20.301
You need to download the 2025 version of the RMAT to do your assessment.
1:14:21.581,1:14:29.261
To assist you with doing the RME this year, we've got a new RMAT guide and Catherine's done a lovely new webinar.
1:14:29.501,1:14:32.461
There's also some updated resources on our website (https://www.nsw.gov.au/nsw-government/recordkeeping/monitoring-records-management)
1:14:33.181,1:14:43.181
We encourage you to start early so that you have sufficient time to complete the assessment and to coordinate with the various business units if required.
1:14:43.341,1:14:49.901
I think last year we had a lot of people trying to log on to the service portal at the last minute and there were issues.
1:14:49.901,1:14:52.701
So if you can try and do it as early as possible.
1:14:53.181,1:15:02.141
If you don't have a login for the service portal, please get in touch with us because you do need one to load your assessment in March.
1:15:03.341,1:15:11.741
Last thing, we, State Records New South Wales and Museums of History NSW, would like your feedback in the chat.
1:15:12.221,1:15:17.341
We've just placed the link for the 2025 Public Office Satisfaction Survey (https://forms.office.com/r/EWY2CgjkmU)
1:15:17.661,1:15:22.141
We'd appreciate it if you could complete the survey and give us your feedback.
1:15:22.941,1:15:26.461
Your opinion is important to us and it helps to shape our work.
1:15:26.861,1:15:32.261
So thank you in advance for completing the survey and if everyone could do it, that would just make our
1:15:32.341,1:15:32.841
our day.
1:15:33.341,1:15:34.301
Back to you, Catherine.
1:15:39.021,1:15:39.981
Thank you, Angela.
1:15:40.781,1:15:47.661
So that pretty much brings to a conclusion today's Online Records Managers Forum.
1:15:48.061,1:15:50.941
I would like to thank all of our presenters today.
1:15:50.941,1:16:02.221
So Lois Villarosa, Carolyn Shaw, Nick Wall, Allison Graycon, and Angela McGing for your presentations and contributions to today.
1:16:02.621,1:16:09.021
I'd also like to thank everyone for attending today's online Forum.
1:16:09.261,1:16:13.901
We will be putting a copy of the recording of the Forum up on our website at,
1:16:14.541,1:16:17.661
at a later stage, probably next week or thereabouts.
1:16:17.901,1:16:29.581
If you want to go back and watch the presentations again and look at the details that are being provided by Lois and Carolyn and Nick and Allison, please feel free to do that.
1:16:29.901,1:16:34.861
But I'll call it a close and thank you very much for your attendance today.
1:16:35.181,1:16:35.681
Thank you.
