Celebrate Australia’s Information Awareness Month with ECM

If you are examining Australia’s new Information Management Standard principles for government and trying to move forward with your own digital transformation efforts, you might be feeling overwhelmed. Multiple standards to meet and already facing tight budgets means you might not be celebrating Information Awareness Month at all.

Don’t despair, there’s hope! Digital transformation can actually help you lead the charge toward information management by removing the paper from government processes.

If you are already using or considering a platform like enterprise content management (ECM) for your digital transformation project, you can use the same platform investment to meet the new Information Management Standard principles. If you haven’t moved forward with any technology tools for digital transformation, rest assured that the capabilities of ECM can help with both initiatives.

That’s why this post is applicable to my stateside friends as well. Digital transformation and information management might be two initiatives you need to measure up to, but they also make sense because they represent better government at a lower cost. The first step, abandoning paper, empowers you to automate, use websites for services, save on storage and distribution costs and create process transparencies never possible with paper.

And, importantly, these initiatives meet the expectations of millions of citizens who have grown up assuming the internet exists like water comes out of a tap.

Using the new standards to deliver better government at lower cost

Here are some of the principles in the new Information Management Standard and how ECM helps you meet them:

  • Systematically governed

The underlying configuration of ECM manages each document as it is archived into the repository, with rules that can include access, security and retention.

  • Adequately described

At the time of archiving, documents are identified as to type in an ECM solution, making retrieval and policy application easy and consistent.

  • Suitably stored and preserved

With ECM, you have tools like records retention and records management as well automatic destruction where appropriate. And, with securely stored electronic content, you can guarantee no one will delete records intentionally or by accident.

  • Managed

Access and security are guaranteed, but ECM also ensures that documents are not lost or deleted, preserving history and background for programs and decisions taken.

  • Available for use and re-use

Like “Managed” mentions above, ECM makes content available from any location, at any time and has preserved it for use in a way that paper can never guarantee.

In Australia, much of the critical information of government is still held in paper form, particularly historic records. It makes sense to leverage technologies that can preserve this information, both for the future and against disaster. It also makes sense to manage information in a way that builds and preserves the public’s trust and supports transparency.

With ECM, you can meet the standards expected for information management and drive government efficiency and effectiveness as required by the digital transformation initiative.

As government organisations go paperless – using enterprise content management to create self-service options and move processes online – they will make citizen interactions with government services more convenient and less costly. So with ECM, you can make one investment and support one platform to harness all of these benefits. And that makes this an initiative that is easy to celebrate.

Benjamin Bykowski

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