Information Management - webpublishing.agimo.gov.au http://webpublishing.agimo.gov.au/ en-au 60 Information Management http://webpublishing.agimo.gov.au/Information_Management

Information Management

Information Management is the process of managing content, data and metadata (structured and unstructured information) for the dissemination of information and services including electronic and paper-based publications and web sites. Information Management may be facilitated through the use of technologies such as a content management systems (CMS), electronic document management systems (EDMS), email management, transaction management, online forms, search engines or recordkeeping and archiving systems.

Tell Me More?

The introduction of digital technology allows information to be stored in open formats from which a range of end-products can be generated. Modern communications and computer technology allows transmission of one digital file from which several different formats can be generated. For example, a file meeting the latest specifications for internet text can be viewed on a screen as text, displayed as Braille or run through a speech synthesiser and read aloud. These developments have profound importance in enabling the creation of documents that are accessible to a wide range of people. With a small amount of care at the outset, one document prepared in a standard format can meet a variety of needs with the end-user taking responsibility for how the document is accessed.

Writing and editing for the online environment is an iterative process involving initial drafts and the collection and incorporation of comments before content is finalised. The whole production process may be repeated for documents released initially as drafts.

At each iteration of the publication or replication stage, processes to support information preservation and information access need to be activated. These include processes to describe and uniquely identify the document and processes to deposit copies of the document for preservation.

The following key actions need to be taken during the production process to ensure documents are preserved for future access.

Drafting stage:

  • Place draft copy in recordkeeping system
  • Create metadata describing draft
  • Assign appropriate universal number identifier

Comment stage:

  • File comments in recordkeeping system

Redrafting stage:

  • Create metadata describing final version
  • Assign relevant identifiers, such as ISBN, ISSN, DOI, EAN

Publication or replication stage:

Why Must I?

At each stage in the information production process, records need to be created and kept as evidence of information production activity. These activities should follow National Archives of Australia processes. Among these records will be drafts and final versions of your documents.

  • The Archives Act 1983 states that Australian Government agencies must retain or dispose of their records in accordance with instructions issued by the National Archives of Australia. The Act also establishes that the public generally has a right of access to Commonwealth records.

There are other legal requirements applying to the electronic production and dissemination of published information, including:

  • The Freedom of Information Act 1982 extends the right of every person to access to information in the possession of the Australian Government and its authorities.
  • Commonwealth agencies are bound by the Privacy Act 1988 to handle personal information in accordance with the Act's Information Privacy Principles.
  • The Electronic Transactions Act 1999 enables business and the community to use electronic communications in their dealings with government.
  • The Evidence Act 1995 requires that all agencies need to take account of evidence legislation. A court may need to examine records as evidence of an organisation's decisions and actions.

And under the Financial Management and Accountability Act 1997 and the Commonwealth Authorities and Companies Act 1997, a CEO is required to manage the affairs of the agency in a way that promotes proper use of Commonwealth resources.

Related requirements

How Do I?

Who Can Help?

For assistance contact:

Agency Service Centre
National Archives of Australia
Email: recordkeeping@naa.gov.au
Tel: 02 62123610
Fax: 02 6212 3989

Or:

Better Practice
Australian Government Information Management Office
Department of Finance and Deregulation
better.practice@finance.gov.au

What's Related?

]]>