Pocket Guide to the Management of Electronic Documents in the Australian Public Service

This leaflet has been produced as a ready reference for APS managers responsible for, or concerned about, the control of electronically stored corporate records. It provides a condensed guide to the principles for management of electronic documents, as set out in the report "Management of Electronic Documents in the Australian Public Service", published in 1993 by the Commonwealth Government's Information Exchange Steering Committee (IESC).
  1. copies are available through the IT & Systems Group, Department of Finance, Canberra Phone (06) 263 2253 Fax (06) 263 2276 E-mail: max.mcgregor@finance.ausgovfinance.telememo.au
  2. The IESC is responsible for providing guidance on policies and strategic directions regarding information technology and related issues, including telecommunications; copies of an information paper on the IESC's activities are also available from the IT&S Group.

WHAT'S THE BASIC PROBLEM ???

The loss of corporate memory and accountability as a consequence of increasing computerisation is emerging as a real threat, as Public Sector organisations embrace information technology at an ever increasing rate in a drive for greater efficiency and productivity. But there are growing concerns that, while there have been major efficiency gains, there have also been significant losses in terms of effective records management.

< The Public Sector as a whole needs to aim towards the use of a consistent approach to the management of electronic documents. Individually, Government agencies need to recognise the problems, and invest time and effort now, to realise the longer-term benefits.

OTHER PROBLEMS EXPOSED

In producing the 1991 IESC report (1) "Finding Information Needles in Government Haystacks", a number of government agencies were asked for their views on issues affecting the effective management of electronic documents. Responses revealed concern in the following areas :

MANAGEMENT OBJECTIVES

WHY SHOULD AN AGENCY MANAGE ELECTRONIC DOCUMENTS ???


MANAGEMENT PRINCIPLES

WHAT CAN BE DONE TO ADDRESS THESE PROBLEMS ???

Following is a brief summary of the management principles endorsed by the IESC. More comprehensive details are contained in the report "The Management of Electronic Documents in the Australian Public Service" :

Agencies should establish a person/team with appropriate information management skills to :

Recommended Action : Agencies should manage information of value to the agency, by: Agencies should adopt technology strategies which will support and enhance their information needs, using the following as a guide :

WHAT CAN AN AGENCY DO ???


FURTHER DEVELOPMENTS

An IESC subcommittee is currently developing a set of guidelines to assist in the implementation of electronic document management principles discussed in this pamphlet.

The subcommittee is comprised of representatives of several Canberra-based Commonwealth agencies, together with representatives from the Australian Information Industry Association (AIIA) and the Records Management Association of Australia. The subcommittee expects that the guidelines will be published by the end of 1994, or early 1995.

For further information, contact the following :

Management Principles and Implementation Guidelines

Information Exchange Steering Committee Secretariat
Department of Finance Newlands Street
PARKES ACT 2600

Phone (06) 263 3553 Fax (06) 263 2276
E-mail: max.mcgregor@finance.ausgovfinance.telememo.au

Archives Disposal Action

Australian Archives
PO Box 34
DICKSON ACT 2602

Phone (06) 209 3633 Fax (06) 209 3931


See also