Anisha James

8/3/2019 Anisha James

1/15

Electronic Documents &

Records Management for the

Public Sector

Australian National Audit Office (ANAO)

Anisha James, Records Manager

February 2012


2/15

ANAO Mission

Improve public administration for the

Commonwealth of Australia

110 years of operation

280 Financial Assurance Audits

50 Performance Assurance Audits

6 Better Practice Guides


3/15

Business Requirements

Auditors not required to learn Record

Keeping

Collection of documents from GovernmentAgencies

Migrated to EDRMS

Allows Auditors to create Electronic

Records


4/15

ANAO EDRMS

E-HIVE


5/15

Benefits

Productivity

Reduced Audit effort by 5 to 6 weeks per audit

Federated searching and evidence not missed

Easier evidence collection Electronic, OCR scanning

Enterprise and Team File sharing in a secure environment

Reduced Costs

Records staffing reduced

File transport and storage costs reduced


6/15

Whats Next

Automated Workflow

Improve bulk scanning

Improved Federated Searching

Destruction of more paper files - 2018

Improved records management reporting

More productivity savings


7/15

Implementation of

EDRMS Phase 1

EDRMS Improvement forInformation

Management & General Record Keeping

Beneficial to Department

Stakeholder Environments

Project Budgets

Record Officers to be knowledgeable

Risks & Strategies forIssues


8/15

Implementation of

EDRMS Phase 2

Format of current Records

Software in use

Records created on quarterly basis

Review of access & Security Rightswithin the Record Officers Standard


9/15

Implementation of

EDRMS Phase 3

Rollout

Scope

The use

Records Management

Systems benefits of the EDRMS,

Savings and ROI


10/15

Format for Digital

Records Retention

Exploration of reasoning for Digitalizing

Accumulated Records

Consideration for different Digitizationrationales

Assistance Agency's justification & planning

Correct decisions for source Records afterdigitization

Current Standards - XML


11/15

Moving it into Digital

Archives

Equipment used for Scanning of

Records

Skilled Staff

Quality Assurance

Security


12/15


Archives

File Formats & Media Information

Migration/Conversion Activities

Characteristics which preserve & ensure

authenticity


13/15


Archives

Disposal of Duplicates

Authenticity & accountability

What is a TRUE Record

Reduced costs associated with

duplicates


14/15

Complying with Legal and

Business requirements

Following Current Standards and Legal

Requirements:

Eg: National Archives of Australia


15/15

Overview

Planning constant Business Collaboration

Don't Force Change within Agency

Be prepared for leaving Paper Base

Records behind

Always abide by Legal Requirements