Information Management Toolkit
NEW Self Assessment Module
The development of a Self-Assessment Module for the IM Toolkit was agreed to by the ALGIM Executive and the IM Toolkit Steering Committee.
The rationale for the development of this particular module is that Archives New Zealand will be auditing central government from 2010 but not local government, although the mandatory standards under the Public Records Act still apply to local government.
The module aligns with the audit framework being developed by Archives New Zealand for use with central government agencies. It includes methodologies and checklists for carrying out self audits, and simple reporting tools.
A working party was assembled to oversee the development of the module which is now complete. Attendees at the ALGIM Records Management Symposium in July got a sneak peek at the draft contents and the feedback was very positive. The module is now on the ALGIM IM Toolkit website as a separate item for download. To purchase this module please complete the order form a email to info@algim.org.nz
About the Toolkit
Background
The ALGIM IM Toolkit is a set of tools and resources designed specifically to assist with the effective management of information created and held by Local Authorities in New Zealand. The Toolkit was developed by SWIM Ltd for ALGIM and initially published in 2003/2004. To date over 75% of all New Zealand Local Authorities have purchased the Toolkit.
The ALGIM IM Toolkit was developed because:
- Good information management leads to improved service delivery;
- Council business relies on good information management;
- It provides a resource set to up-skill ALGIM members;
- It will help to build a community of practice for IM in local government
- It creates consistency across Councils in their approach to information management;
- It provides for the efficient use of Council resources by sharing the costs of the development of information management tools, resources and framework;
- Using the Toolkit modules will assist with achieving legislative compliance in relation to records and information management.
The Toolkit is published as a set of 15 modules arranged into three categories:
- Foundation
- Best Practice
- Tools and Technology
Each module typically contains three base components:
- An explanatory notice – covering how the module should be used and the methodology for using the module, developing the tool e.g. How to Develop an Information Management Procedures
- Templates – generic templates and useful forms that can be used to assist with the development of tools within your Council e.g. A typical File Closed Form
- An Example – a completed example of the tool/resource using the Algimville District council as a demonstration of the final output of the module e.g. The Algimville District Council Information Management Strategy
| Module Number | Module Title | Description | Updated |
|
F1 |
Glossary/Definition of Terms |
A set of standard terms with definitions used in the information management field and within the Toolkit. |
Minor Update in 2007 |
|
F2 |
Information Management Strategy |
A generic overarching information management strategy. |
Major Update in 2009 |
|
F3 |
Information Inventory Methodology |
A methodology on how to conduct an information inventory. Includes sample forms. |
Minor Update in 2007 |
|
F4 |
Information Audit Methodology |
A methodology for how to conduct an information audit. Includes sample forms. |
Minor Update in 2007 |
|
F5 |
Information Management Legislation Review |
A review of current legislation pertaining to the creation, management, retention and disposal of records in the local authority sector. |
Major Update in 2007 |
|
F6 |
Self Assessment |
A new module developed to assist councils to assess their information management systems and practices against best practice as defined in the Archives NZ mandatory standards. |
Developed in 2009 |
|
B1 |
Information Management Policy |
A set of best practice information management policies covering paper and electronic records. |
Major Update in 2009 |
|
B2 |
Information Management Procedures |
A set of practical hands on procedures for management of both paper and electronic records. This module is an extension of the B1 - Information Management Policy module. |
Major Update in 2009 |
|
B3 |
Metadata |
Currently provides a metadata schema for councils, but will be updated to reflect the Archives NZ metadata standard and assist councils to work with the Archives NZ mandatory requirements and the technical specifications. |
Major Update in 2009 |
|
B4 |
Vital Records/Disaster Recovery Plan |
A generic plan covering business continuity and vital records. Includes how to identify and manage vital records. |
Minor Update in 2007 |
|
B5 |
Information Systems/Information Technology Strategy Model |
A strategy model for IT/IS incorporating information management principles and goals. |
Minor Update in 2007 |
|
T1 |
Records Classification System (RCS) |
A standard function based classification structure or taxonomy for councils to assist with describing records. |
Minor Update in 2007 |
|
T2 |
Retention and Disposal Schedule |
A retention and disposal schedule approved by Archives NZ - built on the existing Local Government Schedule. |
Minor Update in 2007 |
|
T3 |
Functional Requirements for an EIMS |
A set of functional requirements for an electronic information management system to assist with the selection of electronic document management systems. |
Minor Update in 2007 |
|
T4 |
Implementation Guide for an EIMS |
A guide on how to implement an electronic document management system - includes non technical and change management guides. |
Minor Update in 2007 |
|
T5 |
Practical Solutions for Existing/Legacy Problems |
A summary document outlining solutions for many common record and information management issues/problems faced by councils. |
Minor Update in 2007 |
ALGIM believes that the IM Toolkit provides a valuable resource to its members and the local authorities of New Zealand. Please see the order form for prices.
Updates
In 2007 minor updates of all Toolkit modules was undertaken. Those Councils that subscribed to the updates received a complete reprint of the toolkit.
In 2009 the ALGIM Executive has approved the complete update of four modules (plus the development of the new Self Assessment Module, see above). They are:
- B1 – Information Management Policy
- B2 – Information Management Procedures
- B3 – Metadata
- F1 – Information Management Strategy
The modules updated in 2009 will be supplied via the new look ALGIM IM Toolkit website to those Councils that have subscribed to the updates. Please see the order form to subscribe to the updates.
Also planned for 2009 is a minor update of the Toolkit introduction document, including the addition of information for those new to records and information management.
Development Roles
The initial publication of the Toolkit was overseen by a steering group . Working parties set up for each module provided quality assurance and feedback on drafts. SWIM Ltd developed the toolkit in conjunction with these two groups.
The Role of the Steering Group
During initial development of the Toolkit a Steering group was established to:
- Provide leadership, strategy and direction;
- Provide strategic liaison with stakeholders;
- Approve goals and objectives of the project;
- Approve the project plan and any changes requested;
- Monitor the budget; and
- Monitor the impact of and response to the project by local authorities.
The initial Toolkit Steering Group has been replaced with a Toolkit Oversight Group made up of ALGIM Staff and Executive, to continue to provide strategic leadership and decision-making in relation to the future of the Toolkit. Current members of this group are:
- Susan Souren, Taupo District Council
- Matt O'Mara, Wellington City Council
- Mike Manson, ALGIM CEO
Role of the IM Toolkit Working Parties
As each module is developed or updated a Working Party made up of representatives from local authorities is formed. The role of the working parties is to:
- Determine the content of the appropriate module based upon a draft terms of reference for each module to be provided by SWIM Ltd;
- Act as a check on module content to ensure that it meets the business requirements of local authorities;
- Review and comment on module drafts;
- Provide feedback to the Toolkit Oversight Group regarding the development process, progress and quality assurance.
The Working Party for the 2009 Update Round is:
- Kerri Siatiras, SWIM Ltd
- Dr. Susan Skudder, SWIM Ltd
- Philippa Fogarty, SWIM Ltd
- Jillian Jary, Nelson City Council
- Kahl Olsen, Hawkes Bay Regional Council
- Sarah Padey, Auckland City Council
- Susan Souren, Taupo District Council
- Will Croft, Dunedin City Council
Role of SWIM Ltd
SWIM Ltd and ALGIM continue our successful partnership for the development and ongoing update and maintenance of the Toolkit. SWIM Ltd’s role is to:
- Develop draft Terms of Reference for each module;
- Assist in liaison with key stakeholders;
- Chair all working parties;
- Produce first, second and final drafts for modules;
- Participate at seminars to deliver modules; and
- Report to the Toolkit Oversight Group