Implementation of ERDMS at Implementation of ERDMS at the Scottish Executivethe Scottish Executive

Ken GlasgowKen Glasgow

Corporate Records ManagerCorporate Records Manager

Who?Who?

The devolved administration of The devolved administration of ScotlandScotland

9 Departments9 Departments

5,000 staff5,000 staff

What we have nowWhat we have now

Paper based systemPaper based system

Computerised file tracking and Computerised file tracking and retrieval system – IMPReSretrieval system – IMPReS

1.4m records on the database1.4m records on the database

Online file requesting – NETIMPReSOnline file requesting – NETIMPReS

Annual file review by dedicated Annual file review by dedicated reviewers reviewers

The problems with thatThe problems with that

Limited searchingLimited searching

Inconsistent titlingInconsistent titling

Not all inclusiveNot all inclusive

Other alternatives now available Other alternatives now available electronicallyelectronically

Why are we moving to an ERDMS?Why are we moving to an ERDMS?The drivers:The drivers:

LegalLegal

PoliticalPolitical

BusinessBusiness

SE Information Management SE Information Management PrinciplesPrinciples

11. . We treat information as a SE resourceWe treat information as a SE resource

2. We are all responsible for our information2. We are all responsible for our information

3. We make information accessible to others3. We make information accessible to others

4. We keep records of what we do4. We keep records of what we do

5. Our information is accurate and fit for purpose5. Our information is accurate and fit for purpose

6. Our information complies with regulations & 6. Our information complies with regulations & legal requirementslegal requirements

So……….What’s new?So……….What’s new?

A corporate file planA corporate file plan

What we have nowWhat we have now

Branch – Theme – Subtheme – FileBranch – Theme – Subtheme – File

HD: Community Care Division: Care Standard & HD: Community Care Division: Care Standard & Sponsorship –Sponsorship –

National Care Standards -National Care Standards -

General –General –

General papersGeneral papers

A lot about A lot about who –who –not much about not much about whatwhat

The new ERDM fileplan The new ERDM fileplan

Four levels of classificationFour levels of classification

3 levels based on Government 3 levels based on Government Category List (GCL)Category List (GCL)

44thth level describes activity level describes activity undertakenundertaken

55thth level defines the file where level defines the file where documents and records are storeddocuments and records are stored

How that worksHow that works

Level One: Crime, law, justiceLevel One: Crime, law, justice and rightsand rights

Level 2: LawLevel 2: Law

Level 3: Civil lawLevel 3: Civil law

Level 4: Advice and policyLevel 4: Advice and policy

Level 5 file: Level 5 file:

Family law: Physical punishment of children: Advice Family law: Physical punishment of children: Advice and policy: 2005-and policy: 2005-

Roles & Responsiblities: The Roles & Responsiblities: The Records Management Team (RMT)Records Management Team (RMT)

File creationFile creation

Assignation of privilegesAssignation of privileges

Maintenance of the FileplanMaintenance of the Fileplan

Servicing requests for physical filesServicing requests for physical files

Closure of all virtual filesClosure of all virtual files

Transfer of custody of physical filesTransfer of custody of physical files

Review and sentencingReview and sentencing

Roles & responsibilities: the Roles & responsibilities: the Information Management AdviserInformation Management Adviser

Monitor Departmental file requestsMonitor Departmental file requests

Consultation on fileplan changesConsultation on fileplan changes

Monitor Temporary Storage SpaceMonitor Temporary Storage Space

Agree and review retention periodsAgree and review retention periods

First line support (IM, DPA, FOIFirst line support (IM, DPA, FOI

Advise Departmental ManagementAdvise Departmental Management

Conduct AuditsConduct Audits

Information Management Support Information Management Support OfficersOfficers

Authorise file creationAuthorise file creation

Monitor file closureMonitor file closure

Delete & move documentsDelete & move documents

Manage access rights and associated Manage access rights and associated privilegesprivileges

Advice & guidanceAdvice & guidance

Retention and disposalRetention and disposal

Applied to file Applied to file typestypes

Only Records Management can Only Records Management can amend or execute disposalsamend or execute disposals

The numbers to dateThe numbers to date

52,000 documents on the system52,000 documents on the system

600 users live600 users live

30,000 documents in “home” folders 30,000 documents in “home” folders (10,000 of which are owned by 10 (10,000 of which are owned by 10 staff!)staff!)

The Benefits 1The Benefits 1The Short TermThe Short Term

Increased information sharingIncreased information sharing

Progress towards Government targetProgress towards Government target

Reduced reliance on paper filesReduced reliance on paper files

Reduced reliance on casual clerical Reduced reliance on casual clerical staffstaff

The Benefits 2The Benefits 2The Longer TermThe Longer Term

Increased office spaceIncreased office spaceReduced carriage of paper between Reduced carriage of paper between buildingsbuildingsReduced off site storageReduced off site storageReduced time spent filingReduced time spent filingReduced time spent searching for Reduced time spent searching for materialmaterialIncreased ability to meet legal Increased ability to meet legal requirementsrequirements

The lessons 1The lessons 1It isn’t really about technology – it’s about It isn’t really about technology – it’s about cultural changecultural change

Education, education, education – as early Education, education, education – as early as possibleas possible

File planning isn’t easy – it needs to be File planning isn’t easy – it needs to be started as early as possible and users started as early as possible and users have to be involved from the outsethave to be involved from the outset

If people don’t know how to search If people don’t know how to search properly, it doesn’t workproperly, it doesn’t work

The lessons 2The lessons 2

Communication, communication, Communication, communication, communicationcommunication

Roll-out has to relate to the Roll-out has to relate to the corporate pressures calendarcorporate pressures calendar

Go live date should be dependent on Go live date should be dependent on user sign-off of key issues – user sign-off of key issues – implementation should not be driven implementation should not be driven against an artificial timetableagainst an artificial timetable

The lessons 3The lessons 3

Training for implementation should Training for implementation should be linked to actual work be linked to actual work

People need step-by- step guidesPeople need step-by- step guides

Some of the routines are laboriousSome of the routines are laborious

Luddites - Nigel Luddites - Nigel

We can’t get the staff these daysWe can’t get the staff these days

QUESTIONS?QUESTIONS?