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Effective digital information management ?

Göran Samuelsson

The status of information management in a number of public authorities via two studies

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Göran Samuelsson, Ph.D History, Archives and Information Science at Mid Sweden University since October 2004

Previously worked 10 years at National Land Survey of Sweden as an archive-strategist, archive-coordinator and also as a product manager for historical maps and archives

3 years at the Military Archive of Sweden - Map department

Member of Swedish ISO/SISMember of Euro SDR /ArchiveCertified business architect

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http://chucksblog.emc.com/chucks_blog/2011/06/2011-idc-digital-universe-study-big-data-is-here-now-what.html

• Increasing volume of digital information is used more frequently and over longer periods of time

Background

The only thing we can say about the future, is that there is an increasing amount of information that will be used for longer by a growing numbers of people.

Therefore it is becoming increasingly important to order information well at an early stage

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Purposeunderstanding of what public authorities consider as challenges in the scenario outlined above and what they …

– help and knowledge

– compile this knowledge and define important research areas

two different studies, one covers almost all public authorities in two Swedish counties - Västernorrland and Jämtland (Study I). The other study was conducted at the Swedish Transport Administration (Study II).

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• Preliminary study - Strategic platform for digital information management

• Preliminary study - Effective digital information management

Study 1 Study 2.

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App. 40 pers experts and management

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Study 1 - Effective information management has been defined (expert group, Swedish word informationsförvaltning)

- Then we asked the authorities in what areas they would consider help useful in order to become more completely digital authorities.

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MethodStudy 1.

Through interviews/expertgroup and questionnaires

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Results study 1.

• like help to develop the relevant part of the model

• most problem with digital archiving and archive management,

Klicka på ikonen för att lägga till ett diagram

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Study II - Swedish Transport Administration

Study II was an in-depth analysis of one of the country’s largest public authorities. A series of focus groups that included various professions – business architects, system administrators, controllers, people working with information security etc. gave an overview of the challenges the authorities face.

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Results study II

Five areas of priority for research and development have been identified:

The role - Swedish Transport Administration

From builder of infrastructure to information manager, enhances the importance of information in processes more focus on management, auditing&control

Key information flows

1) the investment process, from planning to implementation and maintenance and, 2) management and governance processes.

The later is crucial for efficient information management to support the implementation of the authority’s

goals and strategic standpoints.

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Business architecture – a common information model

Currently, a number of different information professionals are involved in information management and administration, and synchronization is needed. Next level could be to develop an information model integrating different approaches.

Information value and benefit

Different information professionals carry out different forms of appraisal of information, e.g. in archives, architecture, and information security. For example, in order to classify information security, the information must be identified and appraised.

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Quality

extensively duplicating work

because of a lack of trust in the quality of the information,

resulting in increased costs.

The extent of this has, however, not been assessed in this study. In archival science quality parameters such as authenticity, reliability and useability are defined. Whether these are sufficient and useful in this context and in this authority is also important to investigate

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ConclusionsTo create and help the agencies to a more fully efficient digital information management, have we in this work underlined the importance of having;

(digital information)

- order and tidiness and a well thought out information management (30300, OAIS…..)

- a work against a common information model

- an enhanced interoperability where we suggests the an implementation of an e-archive that can constitute "a common minimum level" of interoperable information.

- a development of e-service, which among others consists of an "Export module" where the information can be exported from the business systems to the e-archive solutions – “e-archive as a service".

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Thank you for your attention

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Next stepRegional study I:

3:e dec will we meet the regional repr.

creating the economic conditions for coordinating the work

Swedish Transport Administration – study II

Ongoing research project

Report on the different domains dealing with information management

Indepht study of BIM objects

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1. ensures that the organization can create and maintain documents that are authentic and reliable, have preserved the integrity and are useful

2. promotes efficiency and quality of the business processes

3. supports the organization information supple, and

4. manages the documentation of decisions and activities in a way that takes into account the needs of research, the need for information for the administration and Management and the principle of public

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Components of digital information managementSwedish: INFORMATIONSFÖRVALTNINGEN