Information Management

Page Index

• Information infrastructure
• Information management strategy
• Library services
• Records management

It is very important in situations where there are many partners involved in the delivery of services to ensure that there is a first-class system of information support and record keeping … It is even more vital when there are several agencies or entities working together to deliver a government service in a seamless manner. Well-managed record keeping provides assurance that administrative processes are adequate and have integrity.

Dr Shergold in an address to the Australian Institute of Administrative Law, on Administrative Law and Public Service, 3 July 2003

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Information infrastructure

All Group 5 agencies (the departments of the Prime Minister and Cabinet; Communications, Information Technology and the Arts; Industry, Tourism and Resources; and Transport and Regional Services; and also the Australian Competition and Consumer Commission) elected not to exercise the option for extending the outsourcing contract with Telstra Enterprise Services Proprietary Limited (TES) for the provision of information technology (IT) and telecommunications services beyond the contract expiration date of 30 June 2004. Each Group 5 agency opted to outsource IT and telecommunications services as a single agency rather than in a cluster arrangement.

Following a competitive tender process, the department selected Exceed Systems Integration to provide IT service desk, desktop and midrange server support and database administration services. Macquarie Corporate Telecommunications was awarded the contract for secure internet access and web hosting services and Optus was selected to provide voice and switchboard services.

Transferring from existing to new outsourcing arrangements involved significant disengagement and transition activities, the majority of which took place between January and June 2004.

During the transition period, and in line with the department’s technology plan, the department:

• developed a new standard operating environment (SOE), based upon Office 2003, Windows XP and Windows 2003 Server, to coincide with the changeover to new IT service providers. The SOE has been deployed within the department and the Prime Minister’s offices in Canberra, Sydney and Melbourne.
• commissioned the installation of new infrastructure, to coincide with the end of lease arrangements in place through TES, including replacement desktop computers, servers and storage facilities
• installed systems to replace infrastructure formerly provided by TES as part of the Group 5 contract, including a multi-drive tape library backup solution, and a secure remote access system for travelling staff and home users.

Other infrastructure projects completed in 2003–04 included the:

• replacement of the existing uninterruptible power system (UPS)
• implementation of a new PABX and voice-mail system
• upgrading of the CABNET system server hardware and software to allow effective utilisation of Windows 2003 and Lotus Notes 6.5.

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Information management strategy

This year saw an increased focus on on-line information delivery, including growth in the delivery of content both through the department’s external websites and on the department’s intranet. An ongoing process of improvement to existing sites continued during the year, with significant enhancements due for release in the 2004–05 financial year.

As part of the current year’s programme, a new website was established to consolidate Council of Australian Governments information to improve access to information on the outcomes of meetings and on projects.

The department’s Information Management Strategic Advisory Committee continued to provide an important forum for generating advice to the departmental Executive on strategies and policy for the effective use of information resources and on the development of information infrastructure and services that support the department’s business outcomes.

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Library services

The Library provided a comprehensive reference and research service and developed, managed and maintained appropriate resources to meet the information needs of the department.

Specifically in 2003–04, Library Services:

• coordinated the relocation of the Library within the department, and the related refurbishment of facilities
• implemented the recommendations of the Strategic Review of Library Services (2003)
• developed the Library Services Strategic Plan 2004–2008, to guide current and future planning and service delivery
• provided clients with desktop access to a range of new electronic journals and on-line databases
• trained clients in the use of the Library’s print and electronic resources, through one-to-one and group programs
• rationalised the Library’s print collection to better reflect the current information needs of the department
• launched two new on-line current awareness services for clients—InfoBytes, a weekly newsletter, and LIPS, a regular email information alert.

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Records management

The Records Management Unit created and administered the department’s records in accordance with relevant legislation and the best practice record-keeping requirements of the National Archives of Australia. The department’s compliance with these requirements was greatly assisted in 2003–04 through the development and promulgation of a CEI for the management of information and records.

The department’s key achievements in records management during 2003–04 included the:

• introduction of the practice of sentencing files on creation
• production of file-titling guidelines for use by departmental staff
• implementation of an electronic file request form.

The records management system (known as TRIM) will be upgraded in the 2004–05 financial year to provide departmental staff with enhanced records-searching capabilities, through a much simplified user interface, as well as providing significant improvements in the management and security of records.