Plenary Sessions

Strengthening the management of Public Records in Singapore: a multi-pronged approach

Presenters: Abigail Huang National Archives of Singapore, Singapore

When: Monday 9:30am-10:10am

Where: Plenary Room

Stream: Strategic Sagacity

The National Archives of Singapore (NAS), an institution of the National Library Board, has, pursuant to its legal mandate under the National Library Board Act (Cap. 197), purview over all records that are created or received by government agencies in Singapore. In view of the ever-changing landscape surrounding records management, NAS has recently ramped up its activity to strengthen records management in agencies through a multi-pronged approach. The three main areas NAS is focusing on are 1) extensively revising the documentation guiding agencies on public records management, 2) increasing engagement with agencies through a business partner model and specialized training and networking sessions, and 3) introducing self-assessment and audit regime. I will be sharing on NAS’s journey through the planning and implementation of these areas, including sharing points from NLB’s own audit of it records management practices.

Action focussed innovation

Presenters: Martijn Schroder VicRoads, VIC

When: Monday 10:45am-11:25am

Where: Plenary Room

Stream: Strategic Sagacity

Many organisations face pressure to rapidly improve while reducing cost. Councils more than others. Low budgets, diverse services, increasing demand and verbal stakeholders. Victorian Councils have the added pressure of rate capping forcing many to consider new ways of doing business. In this presentation Martijn will outline an innovation and business optimisation response that puts the citizen at the heart of service, applies practicality and innovation to improve while lowering cost. He will explain the role of the (digital) transformation office, evidence based decision making and data / analytics on service design and improvement that help councils deliver more value in a digital world.

Traditional v digital: A millenials approach to recordkeeping

Presenters: Susannah Tindall Monash University, VIC

When: Monday 11.30am-12:10pm

Where: Plenary Room

Stream: Strategic Sagacity

I’m a new professional from the millennial generation. Almost everything in my life is structured around technology and how it can make our lives faster and smoother. In the only profession where paper can still rule, our approach to technology may soon fall too far behind to ever recover. We play a vital role within any organisation, and need to confidently approach technology-based records in new unexplored formats.
During my first year out of University and working within records and archives, I was involved in two major long-term projects. One project focused heavily on bringing a faculty into digital recordkeeping, while the second explored the world of unstructured data and how we, as recordkeepers, can capture and sentence this.
As a new graduate, this gave me a unique insight into two very different aspects of our profession, and how we fit into the greater workplace. Our work environment and its needs are expanding and evolving at a rapid rate, and we cannot afford to be left behind or simply forgotten with outdated practices and approaches. We need to know our role within our workplace, and how we can shape our profession to align with strategic goals of the greater organisation.

Fire, destruction and negligence: How we are killing the world’s second largest collection of data

Presenters: Guy Holmes TapeArk, WA

When: Monday 11:30am-12:10pm

Where: Wellington Room

Stream: Absolutely Accessible

The late 1950’s marked the start of a trend in records management that would be responsible for creating the world’s second largest collection of data. This collection of data continues to grow, however, access to it becomes more complicated on almost a daily basis.
The second largest collection of data in the world is that data which is currently stored on backup tapes in offsite vaults (second only to the data currently in online repositories). Right now there is estimated to be over 1 billion tapes in offsite storage, 70% of which are media types that are no longer supported, have no drives to read them, or were written in data formats that are extremely complicated to restore from.
With the advent of AI, big data and new analytics tools in the predictive analytics space, legacy and historical data is fast becoming the gold mine of answers for tomorrow’s questions. But the ever increasing death spiral of technology in the backup space is seeing legacy data becoming increasingly more complicated to work with. Add in the numerous fires at records storage facilities and the natural deterioration of media over time, and the records management profession is facing the biggest data recovery project ever undertaken in human history.

Are we digital transformers? How we can work together on digital transformation

Presenters: Adelle Ford Recordkeeping Innovtion, NSW & Annette Senior Recordkeeping Innovtion, NSW

When: Monday 1:30pm-2:10pm

Where: Plenary Room

Stream: Absolutely Accessible

In a world of big data, data analytics and visualisations and new technologies such as artificial intelligence organisations are looking at how digital transformation initiatives will drive and enhance business. Digital transformation is still somewhat elusive for many organisations when they are struggling with a siloed approach to managing data, information and records. What is needed is a clear vision and strategy to support digital transformation that considers all information assets.
This presentation will explore how data management practices and records management practices meet to support a holistic approach (not an isolationist approach) to managing the information assets of an organisation. We will highlight that the link between data, information and records is metadata and in this digital economy organisations have a vested interest in ensuring the quality, security and authenticity of all data and information.

Five hidden trust decelerators that sabotage leadership results

Presenters: Marie-Claire Ross Trustologie, VIC

When: Monday 2:10pm-2:50pm

Where: Plenary Room

Stream: Becoming Better Leaders

In today’s rapidly changing world, leaders with a good grasp of trust – who know how to judge, build and rely on it have an enormous competitive advantage.
As a leader, one of your most important tasks is to gain the trust of employees, and other business units, to work together on a vision and bring their “A” game.
But it’s not easy.
Only 47% of Australian employees always trust their immediate manager dipping down to a paltry 24% always trusting senior management. The outcome is unnecessary friction in relationships and processes that stymies growth and employee engagement.
In our research, we discovered that most leaders understand only a couple of drivers of trust. This limited understanding negatively impacts their ability to strategically build trust efficiently with those who need it most.
Join Marie-Claire Ross, the CEO from Trustologie to discover why practising trust is the number one competency of high performing leaders.
In this insightful presentation, you will learn:
• Why humans are wired to seek trust from leaders and their work environment.
• How to identify low trust indicators that are sabotaging your organisation and teams.
• 5 Deadly Trust Decelerators and how to avoid them.

There’s an app for that: Recordkeeping in the age of Web 3.0

Presenters: Chris Foley Foley Business Consulting, VIC

When: Monday 3:40pm-4:20pm

Where: Plenary Room

Stream: Absolutely Accessible

Apps. Personalisation. Mobility. Anywhere. Anytime. These are not simply buzz words in the 21st Century; they are technological imperatives as the generations change in the workplace from Baby Boomers to GEN X, to GEN Y and beyond. Mobile apps are fast becoming the ubiquitous digital business tools of the 21st Century, and technology implementations that ignore those expectations risk being rejected and ignored by corporate users. Recordkeeping in the Age of Web 3.0 must balance agility with concerns over data quality, data sovereignty, and cyber security. It must leverage new technology to become ubiquitous itself, it must enforce controls covertly whilst the user insists on personalisation, and it must ensure business continuity in a time of turmoil.

AI – The document management system’s best friend

Presenters: Desi Lorand e-Cloud Business Services, VIC

When: Tuesday 9:00am-9:40am

Where: Plenary Room

Stream: Absolutely Accessible

Artificial Intelligence (AI) is still a relatively new concept in the information management paradigm. Its original conception in science fiction literature and entertainment media causing some apprehension and concern now that Sci-fi is becoming real and rudimentary to daily life (e.g. driverless cars) and business activity for records and information managers.
Desi Lorand’s presentation is based on practice, not theory.  She will demonstrate how AI can be harnessed and educated to centralise all of an organization ‘s document management processes into one place and more importantly channel all relevant documents and emails automatically into the document and records management systems in use in organisations. Automation and machine learning will be shown to overcome many items on the IM Manager’s long term “like to haves” list such as,

Cost effective records and information management
Removal of the overhead and effort of organizational behavioural change in staff record keeping practices
Elimination or absorption of file/share folders
Capture, registration and maintenance of hard copy, digital and email records into the same system (repository).

This presentation is not a forecast into the future – Desi is already sharing the reality of AI with customers using her intelligent online business processing services in Australia, New Zealand and the US.

With a centralized core information system – “one version of the truth” – the possibilities for developing and driving continuous business improvement is like Science Fiction – only limited by your imagination.

Personal Information Security: I can steal your identity in 1 hour

Presenters: Michael LeBoydre WyldLynx, QLD

When: Tuesday 10:50am-11:30am

Where: Plenary Room

Stream: Strategic Sagacity

Protecting our personal and professional information starts with awareness, and with almost daily reminders of the threat of scams and cyber-attacks we would think that individuals would be willing to commit some time and resources to prevent such attacks against themselves and their families. Yet many people continue to wait and hope they are ‘lost in the crowd’, not addressing basic security steps until it is too late.
Michael’s view of the information security landscape is not based on statistics, rather from his time working as a Detective in the Queensland Police Cyber Crime Unit. He has conducting criminal investigations into cybercrime offences and supported affected individuals, often working as a conduit between victims and supporting agencies.
Michael’s insight into our attitude towards cybercrime is based on hundreds of conversations he has had with individuals adversely affected by these offences.
His presentation will discuss how criminal groups are using our personal information to generate massive profits, and the basic steps that many individuals are missing to prevent these losses and compromise investigations.

Aligning business outcomes and governance requirements – it doesn’t have to be a balancing act

Presenters: Jade Reed Redman Solutions, QLD

When: Tuesday 11:30am-12:10pm

Where: Plenary Room

Stream: Strategic Sagacity

What is the role of the information professional to ensure both community and council requirements are met?
• Find out how a people first approach is the key for achieving alignment
• Learn how to create processes that engage and empowered teams
• Understand how to leverage technology (new and existing) to ensure success
• Hear about councils that are reaping the benefits of joining the dots between people, process and technology.

Leading the way in becoming a better leader

Presenters: Maree Brennen MainRoads WA, WA

When: Tuesday 1:30pm-2:10pm

Where: Plenary Room

Stream: Becoming Better Leaders

Improving Leadership Skills – I’ve worked with leaders with and without vision, some reactive and others proactive. My leadership style is proactive with a vision, always with room for improvement.

Check-up PLUS

Presenters: Karen Dexter National Archives of Australia, ACT

When: Wednesday 9:00am-9:40am

Where: Plenary Room

Stream: Strategic Sagacity

The next generation information management (IM) survey developed by the National Archives of Australia is as much a strategic management tool as an assessment tool. We’ve designed an online, interactive survey that provides individual agencies with a clear picture of where they are, their strengths and their gaps exist, as well as recommendations on next steps to support their continued IM maturity journey. By completing the survey each agency can assess their behaviours against a best practice benchmark, and review their plans and actions in light of their desired outcomes.
The survey also provides the Archives with facts and figures about the state of information management across the Commonwealth government.

Records are practices, not artefacts: An exploration of Government records in the age of digital transition

Presenters: Chris Colwell UTS, NSW

When: Wednesday 9:40am-10:20am

Where: Plenary Room

Stream: Strategic Sagacity

The language of records management with its fixed artefactual views about records, together with the rules and standards that stem from this viewpoint, tends to be the only lens through which the documentary reality of organisational life is examined (Foscarini, 2015).
A more sophisticated and holistic view of organizational recordkeeping can assist the recordkeeping professionals understanding of the role of records and recordkeeping systems in organizations (Yakel, 1996).
This paper reports results from a doctoral research study that applies a practice theory approach, to explore four different Australian Government agencies’ perspectives on current records. A comparative case study method, using semi-structured interviews and documentary analysis, was adopted. An inductive approach to data analysis was utilised.
The results demonstrate that records creators do not necessarily find the language of recordkeeping useful. Each agency and professional community, through its social practices, creates its own ‘shared practical understanding’ (Schatzki, 2001) of what records are in their particular context. The constraining and enabling factors for the practice of recordkeeping across the case study agencies are identified and the concept of “significance” and its role in the recordkeeping practice of records creators is also outlined.
In these case studies, agency records are social practices, not simply artefacts.

inForum 2018 Sponsors and Supporters