Records Management Remediation

at  Infinite Talent Group Pty Ltd

About the Project:
Purpose

Capability Acquisition and Sustainment Group (CASG), Department of Defence requires a new Objective Work Group structure for a Business unit. The new Objective structure will:

• be aligned to, and comply with, the Defence Enterprise Records Management Policy and the CASG Records Management Information Structure Instruction
• better enable access and control to information
• employ security models to restrict access to appropriate personnel
• reflect focus on digital information management maturity.

The business unit believes such progress will support:

• digitisation of documented information
• improved information security practice
• Improved business efficiency and staff productivity

Context
The Defence Electronic Document Records Management System (EDRMS) Objective ECM v10. The business unit’s Work Group structure requires review and remediation following the merge of two separate business units.
The Work Group’s information management practices require compliance to the current Defence Enterprise Records Management Policy or an agreed Objective information structure, such as the CASG Records Management Information Structure Instruction.
Scope
The scope of the project is a single Work Group within Objective on both the Defence Protected Environment and Defence Secret Environment, encompassing ~ 950 Corporate files, and ~132,500 records, including ~90,100 uncontrolled records.
Key Deliverable

Work Group Objective Current Overview document that includes:

• Brief assessment of the Objective Work Group from a records management compliance perspective
• High-level audit summary of the Objective Work Group structure
• A needs assessment to meet National Archives Act (1983) legislative requirements, the Defence Enterprise Records Management policy and the CASG Records Management Information Structure Instruction
• Current risks of the current Objective Work Group environment
• Identification of decisions/options / actions/activities to be considered to implement a new Objective structure to meet the required standards
• Recommendations

Work Group Records Management Remediation Plan-on-a-Page

Includes:

• Overview of the remediation project
• Goals of the remediation project
• Details of remediation methodology including addressing the approach:
• Move only ‘Current’ records and new Corporate files into the new structure and move remaining records into ‘Archive’ for later record management activities using a risk-managed approach

OR

• Remediate all records
• Implementation strategy:

Segmented implementation by selected Directorate(s) and go live as each Directorate is remediated
OR

Full implementation with all Directorates remediated and then go live.

• Risk identification
• Activities necessary to conduct the required remediation.

Objective Work Group structure designed and built using the CASG Records Management Information Structure Instruction in an Objective Work Group test area, tailored for the functions and activities of the business unit Work Group Folders, files and records remediated into new Objective Work Group structure including the following activities:

• Approved User Groups are created and applied to managed the security settings in the new Work Group structure
• Work Group corporate files (~975) appraised according to the relevant records authorities and have the correct sentence period applied. Corporate files that have passed their “contents to-from” date are closed and are sentenced by an appropriately trained Sentencing Officer
• Work Group Corporate files are created in accordance with the Defence Keyword library and named using the Defence file titling conventions and sentenced on creation in accordance with the Functions and Activities contained in the Administrative Functions Disposal Authority (AFDA) version 2, and the Defence Materiel Sustainment and Logistics Support (2017/00174704) and Defence Capability Development, Acquisition and Disposal (2016/00420348) records authorities as appropriate to the contents
• Current Work Group records (~90,100 loose documents) are appraised and transferred to Corporate files created by the vendor
• Users are given aliases to their current files
• Each Corporate File is reviewed for security classification prior to being moved into the new Work Group structure.
• Work Group Corporate files are transferred to the appropriate structure folders within the new information structure
• Sentenced and closed Work Group records are stored in an ‘archive’ folder in the new structure for management by Work Group records management staff.
• The old Work Group Structure is emptied of records, old User Groups privileges are removed and deleted, and the structural folders are deleted from the system

User Communications (education) material drafted including communications on:

• What changes are being made to the Objective Work Group Structure
• Why these changes are being made
• An outline of the implementation approach and schedule
• Go-live notification
• Where to get help and assistance

Objective Work Group Information structure built and implemented
Capability

The candidate engaged for this project:

• can apply records management practices in the Objective v10 EDRMS database
• understands and can apply National Archives records authorities – including ADFA Express 2.0 and the Defence-specific records authorities.
• can apply the Defence Enterprise Records Management Policy
• can apply the Information Security requirements outlined in the Defence Security Principles Framework
• can apply a fit-for-purpose Objective structure template for the Work Group, and tailor it for local requirements
• agrees to undertake relevant Defence Records Management Training, including Introduction to Records Management, Records Management for Work Group Coordinator Training, and Sentencing and Appraisal Training
• can contribute to communications and education material for end user consumption on records management practices in the new Objective Work Group design

Experience

The seller must supply personnel who have experience in:

• the Defence Objective v10 Electronic Document Records Management System (EDRMS) at a high level
• building functional information structures to control records
• the remediation of uncontrolled Commonwealth Records, including appraising and sentencing of Commonwealth Records in accordance with using the Administrative Functions Disposal Authority and the Defence Agency-specific records authorities
• handling and classification of records in accordance with the Protective Security Policy Framework (PSPF), and can assimilate the Defence-specific requirements of the Defence Security Principles Framework (DSPF)
• managing projects involving large scale remediation of uncontrolled records

Expertise

The seller must supply personnel who have:

• Records Management Qualifications such as: DipBus (R&IM); GradDip LIS; BLIS; or MIS (RM&A), or equivalent.

Please refer the Job description for details