If you are a local authority you will be aware of your information governance requirements including the need for information security and compliance with Freedom of Information, Environmental Information Regulations, Reuse of Public Sector Information and the Data Protection Act. You should have implemented key parts of the HMG Security Policy Framework to protect personal information in the office and in transit. You should have information sharing agreements covering all personal information shared with commercial partners, public sector bodies and the voluntary sector. You should have inserted information compliance clauses into all your partnership agreements and procurement contracts.
You should have established central records management roles and local procedures and training to comply with the Records Management Codes of Practice under Section 46 of the Freedom of Information Act or the Scottish equivalent Section 61. Do you think you would pass an Information Management Assessment by the National Archives or is a practice recommendation from the Information Commissioner more likely?
You probably have a number of local document management systems providing scanning, storage and workflow for individual services. Are they still the best product for the job? Are they still providing good value? Could they be better exploited? Could they be rationalised?
Is your scanning up to scratch? Does it conform to legal admissibility standards? Do you need to take advantage of improvements in forms processing and optical character recognition techniques?
You will have many departments still inundated with paper files taking up expensive space. Can they be replaced with electronic case files for the future and what should you do with the legacy files: scan or store? What are the issues in putting children’s files and adult social care files online: what kind of systems would support the very long term retention, the timely disposal and the strict access control that they require? How will you provide access in the community: laptops or smartphones?
Are you ready for a corporate EDRM solution? Can you integrate it with a CRM system so that your Contact Centre can provide a complete corporate service? Do you know how much that will cost and do you need to make a business case for the expenditure?
Maybe some of your records have crept onto shared and local drives without any policy or planning. Are they well organised and sustainable or are you building up problems for the future, including ever growing volumes and random structures difficult to search and impossible to apply retention and disposal to?
Cimtech can help you meet your information governance obligations. We can carry out an Information Security and Compliance review to spot the gaps and weaknesses in systems and working practices and help you plan improvements and meet compliance requirements.
We can carry out an Information Management Review examining issues and options for information and records management and suggesting improvements including roles and responsibilities, policies and procedures, technical solutions and training.
We can carry out an Information Audit to find out exactly what information you hold, what its value and liabilities are, who is looking after it and how and how long it is kept. Using devolved methods we have completed corporate audits for some of the largest authorities in the country.
We can help you write policies and procedures and plan training programmes.
We can deliver an EDRM Feasibility Study and Options Review which will examine the requirements, costs, benefits and risks of implementing or replacing an EDRM system. If an EDRM system is the answer we can help you define and procure the EDRM system that fits with your strategy and budget. We can draw up an impartial shortlist of suppliers. We can draw up a business case for EDRM showing exactly what the costs and savings will be and how long it will take to obtain return on investment.
Where your processes need streamlining we can draw up as-is and to-be processes, improve efficiency and quantify the savings to be achieved with document management and workflow.
And we can design business classification schemes and retention schedules to organise your online information in shared drives or EDRM systems so that it can be successfully retrieved, shared between staff, protected throughout its lifecycle and finally disposed of on the due date.