1 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness,...
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Transcript of 1 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness,...
1 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Records Lifecycle Management‘s Contributionto Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability
Andreas KellerhalsAugust 15, 2009
3 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Content
1. Intro
2. The SFA in its institutional context
3. From Projects to a Program: The Federal Government’s RLM-Policy
4. From decision making to implementation
5. Concluding summary
4 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Art. 1 Purpose and scope
• the Federal Assembly;
• the Federal Council, the Federal Administration […] and the units of the armed forces; […]
• the Federal Criminal Court and the Federal Administrative Court […];
• the autonomous institutions of the Confederation;
• the Swiss National Bank; […]
• other public or private law bodies that fulfil executive tasks delegated to them by the Confederation, […]
JurisdictionFederal Act on Archiving, 1998
6 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Records ManagementFederal Act on Archiving, 1998
Art. 5 Information and records management1The Federal Archives shall advise the offices required to offer their records for safekeeping on the organisation, ma-nagement, preservation and delivery of their documents. It may also offer such services to other bodies.2It has the power to consult registries or information mana-gement centres of the offices […] and to consult the condi-tion of the documents held there.3It shall issue directives to the offices […] the management, preservation and delivery of documents; […].
7 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
From Projects to a Program:The Federal Government’s RLM-Policy
8 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Lessons learned
• Senior management commitment, top down approach
• Profit for the administration • Systemic and business driven approach • E-RMS introduction is not an IT-project
9 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Launch of the Program
32%
46%
22% no RM
simple RM
RM
15
22
63
Standard ERMS (33)
other ERMS (50)
no ERMS (143)
10 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
From Decision Making to Implementation
11 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
E-RLM-Program: Timetable 2007 2008 2009 2010 2011Report &
Actionplan
Report &Actionplan
SPO for official documents (FoI)Preparatory Study
Preparatory StudyConception
Conception
E-RLM in the administrative bodiesE-RLM in the administrative bodies
Programm ManagementProgramm Management
(ongoing E-RM projects)
ManagementGuideline
ManagementGuideline
E-Archiving: System developmentOperating E-Archiving
Operating E-Archiving
RequirementsManagement
RequirementsManagement
Parlamentary AffairsParlamentary Affairs
Governement DecisionsGovernement Decisions
……
Interministerial processes
CooperationConsultancyEducationSupervision
12 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Concluding Summary
• Benefit for the institutions and the staff• Business Orientation / Process Orientation
(business driven but technology inspired)• Seamless and Streamlined Information / Records
Flow• Collaborative approach• Modernisation of the Administration (E-Admi
nistration)• Learning institution
13 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Democracy
Freedom of InformationKnowledge and understanding are difficult to assure, therefore, free access to information in decision making is a crucial criterion for democracy.
14 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Archives and DemocracyFederal Act on Archiving, 1998
Section 3: Access to Archive Records
Art. 9 Principle of freedom of access and period of retention1The archive records of the Confederation become available for consultation by the general public free of charge after the expiry of a retention period of 30 years, subject to the terms of Articles 11 and 12.2Documents that were accessible to the public before their delivery to the Federal Archives remain accessible to the public. [e.g. according the FoI Act]
15 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Rule of Law
• Control as state function sui generis• Complementarity of control and accountability • Criteria for filing and appraisal• Legacy of the past
16 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
End
www.bar.admin.ch
17 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Information And Records Lifecycle
Bu
sin
ess
Act
ivit
ies
Rec
ord
s M
anag
emen
t
Re
co
rd K
ee
pin
gin
th
e A
gen
cy
Tra
ns
fer
to t
he
A
rch
ive
Record Keeping in the Archive
ER
MS
-Im
ple
men
tati
on
18 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
New Customer Management
Parliament
FSUIT
FO 1
FO 2
FO x
FOCOM
FO y
FO n
SFA
FO p
Federal Chancellery
Parlamentary Services
Federal Council
FDF FDHA DETEC
19 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
SFA‘s Copernicanion Revolution
ARCHIVEProfit by archivesProfit by archiving
NON-ARCHIVE PRE-ARCHIVE Users Administration
20 Records Lifecycle Management‘s Contribution to Democracy and the Rule of Law: Effectiveness, Efficiency and Accountability, August 13, 2009© Andreas Kellerhals, CH-3003 Bern
Eidgenössisches Departement des Innern EDISchweizerisches Bundesarchiv BAR
Self Assessment