Information Management Toolkit
Background
The Local Authority Information Management Toolkit is a set of tools 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 to provide a set of useful tools and resources specific to the New Zealand Local Authority sector.
The Information Management Toolkit was developed for the following reasons:
- Good information management leads to improved service delivery;
- Council business relies on good information management;
- It provides a foundation for the future e.g. e-localgovt;
- It provides an opportunity to upskill 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 an information management framework;
- It provides equity across Councils, minimising the high costs of development and consultancy required to achieve an Information Management Strategy; and
- The toolkit will enable the local government market to be more vendor-ready.
ALGIM believes that an Information Management Toolkit will provide a valuable resource to its members and the local authorities of New Zealand
Development Roles
The toolkit was developed using the model of a steering group to oversee the toolkit direction with assistance from specific working parties set up for each module to provide quality assurance and feedback on drafts. SWIM Ltd has developed the toolkit in conjunction with these two groups.
The role of the Steering Group
- To provide leadership, strategy and direction;
- To provide strategic liaison with stakeholders (to be identified in the Marketing and Communication Strategy;
- To approve goals and objectives of the project;
- To approve the project plan and any changes requested;
- To monitor the budget; and
- To monitor the impact of and response to the project by local authorities.
Membership
- Sarah Heal Information Services Manager - Dunedin City Council (Chair)
- Meta Mair Information Manager - Palmerston North City Council
- Jeff Shaw Information Manager, Thames Coromandel District Council
- Trish O’Kane Director, SWIM Ltd.
Role of the IM Toolkit Working Parties
(One working party per module)
- To determine the content of the appropriate module based upon a draft terms of reference for each module to be provided by SWIM Ltd;
- To act as a check on module content to ensure that it meets the business requirements of local authorities;
- To review and comment on module drafts;/LI>
- >To provide feedback to the Steering Group regarding the development process, progress and quality assurance.
Role of SWIM Ltd
- 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
- Provide weekly reports to Steering Group
Modules
It is planned to develop the toolkit in four phases between August 2002 and February 2004. Phase 1 was launched at the ALGIM 2002 Conference in November. Modules listed in phases 2, 3 and 4 are a guide only.
Please note: The modules listed below are guides only. We are happy to receive ideas about the timing of suggested modules and for further modules that may be incorporated.
| Module | Description |
Phase 1 - Available February 2003 | |
| Information Management Strategy | A generic overarching information management strategy |
| Information Management Policies and Standards | A set of best practice information management policies and procedures covering paper and electronic records. |
| Evaluation for a document management system | An evaluation matrix to assist with the evaluation of electronic document management systems |
| Information Management Glossary and Definitions | A set of standard terms with definitions used in the information management field |
Phase 2 - Available June 2003 | |
| Information Inventory Methodology | A methodology on how to conduct and information inventory including sample forms |
| Metadata Standard | A standard for metadata within Councils - to comply with best practice and international standards. Includes geospatial metadata |
| Corporate Taxonomy | Sets of terms/corporate vocabulary that can be used to populate elements in the metadata standard, e.g. a subjects thesaurus, list of Council activities etc.. Includes identifying core council datasets and a directory of services that Councils provide |
| Vital Records - Business Continuity / Disaster Recovery Plan | A generic plan covering business continuity and vital records. Includes a ‘how to’ identify and manage vital records. |
| Records Management Procedures | A set of ‘lower level’ hands on procedures for management your records - an extension of the Information Management Polices and Procedures developed in Phase 1. |
Phase 3 - Available November 2003 | |
| Information Audit Methodology | A methodology for how to conduct and information audit, includes samples forms. |
| Implementation Guide for a Document Management System | A guide on how to implement an electronic document management system - includes non technical and change management guides. Does not include technical implementation specs. |
Phase 4 - Available February 2004 | |
| Classification System / Taxonomy | A standard function based classification structure/taxonomy for Councils to assist with describing records |
| IT / IS Strategy Model | A strategy model for IT/IS incorporating information management principles and goals |
| Information Management Legislation Review | A review of current legislation pertaining to the creation, management, retention and disposal of records in the Local Authority Sector |
| Retention and Disposal Schedule | A standard retention and disposal schedule approved by Archives New Zealand - built on the existing Local Government Schedule |
| Practical Solutions for Existing Problems | A summary document outlining solutions for many common record and information management issues/problems faced by Councils |
Links and Downloads
 |
Skudder Wilson Information Management |
 |
Introduction to the ALGIM Information Management Toolkit |