Innovation Exchange

Managing Information

Introduction

Key activities

Benefits and impacts

Learning

Managing Information is a programme that aims to improve the way the Highland Council manages it’s information.  The establishment of a compliant, resource efficient and collaborative system are key outcomes.

 

Within the programme there are three strands of work:

  • Rationalise electronic document holdings, moving them from shared drives to SharePoint.
  • Introduce an Electronic Records Management System (ERMS) that supports SharePoint in managing electronic records.
  • Rationalise physical document holdings throughout council offices, establishing a number of record stores within the local authority area.

 

The project team for this work consists of:

  • 1 project manager.
  • 2 project leads (one physical, the other electronic).
  • 2 project officers.

 

Key internal stakeholders who work very closely with the project team include:

  • Directors and Heads of Service who undertake and drive key Information Management roles.
  • Records Management and archivists.
  • IT information management and security team.
  • Digital first project team (aiming to drive efficiency through the adoption of intelligent work flows that can be developed within SharePoint).

Theme: Workforce Planning and Management

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Rationalise electronic document holdings, moving them from shared drives to SharePoint:

All teams in the council (150 in total) to progress through a series of gateways to move into a SharePoint environment.  These range from initial scoping meetings, audits of information holdings, the construction of SharePoint sites, training, developing team migration plans, monitoring the performance of teams as they migrate information.

 

Introduce an ERMS that supports SharePoint in managing electronic records:

Evaluate, procure and implement a solution for managing electronic records.  This will then be supported by appropriate business change activities.

 

Rationalise physical document holdings throughout council offices, establishing a number of record stores within the local authority area:

Staff in HQ & area offices to review all physical information holdings.  Teams to divide information into green (keep), amber (records management professional to assess), red (dispose).

 

The project team have identified locations for record stores (Inverness and 6 other locations) and are working to establish these as part of office rationalisation activities.

 

  • The adoption of intelligent, automated work flow processes that enable efficiencies to be generated within teams.

 

  • Improved compliance with data protection & information management legislation by utilising SharePoint permissions so staff only see the information they are authorised to.

 

  • Consolidation of multiple small records management stores into professional, well run stores that are within close proximity to key staff hubs.

 

  • Reduction in server space through electronic document & record rationalisation.

 

  • Reduction in office space required through physical document & record rationalisation.
  • When the first SharePoint sites were being developed, no overarching technical guidelines were in place, meaning there was a degree of variation in the sites.  To drive standardisation, technical guidelines were created and adopted, driving consistency in site development.

 

  • Adopt flexibility in roll out schedules to reflect the differing mindsets, resource availability and size of information holdings of different teams.

 

  • Horizon scan future IT development work to ensure the technical solutions being adopted will not require significant upgrade work to integrate into future versions.

Contact details:

To find out more about this case study, please contact:

 

Michael Kelly

Project Manager - Corporate Improvement Team

The Highland Council

michael.kelly@highland.gov.uk

01463 253576

Case study added to site: June 2016

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