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Electronic Information Management

Strategy and Framework

29 July 2011
Office of the Government Chief Information Officer

Agenda
Introduction

EIM Strategy and Framework


Central EIM Initiatives
EIM Initiatives for Bureaux/Departments
(B/Ds)
Contributions from Industry
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Introduction
Drivers
Digital 21 Enabling the next generation of public services
Improve operational efficiency collaborative working,
effective content management
Cost efficiency Reduce cost of filing, searching, storage
Facilitate knowledge sharing, exchange and retention
improve governance, accountability and records management
Better preservation of corporate and community memory

Introduction
Focus of EIM
Information

Structured
(Data)

Unstructured
(Contents)

Structured
(Formatted)

unstructured
(no defined
format)

Covering 3 EIM Domains:

Content Management (CM)


Records Management (RM)
Knowledge Management (KM)

Introduction
First Wave EIM Study completed in October 2010 to lay
down the strategy to be adopted for EIM. The following
were delivered:
Government-wide Framework for EIM (Framework)

Recommendations on strategy, central governance


structure, support services and central EIM Initiatives
EIM strategy reports for 5 participating B/Ds with their
EIM implementation roadmap defined

EIM Strategy and Framework


EIM Strategy
Position EIM Improve overall operational efficiency
Strategic approach: Strategy, People, Process, Technology &
Governance
Information / knowledge sharing and knowledge retention
Electronic records management as an integral part of EIM
Government-wide standards and guidelines
Common shared services reduce implementation costs, time
and risks
Promulgated in May 2011
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EIM Strategy and Framework


EIM Framework
EIM is not just on technology alone
Identify and prioritize the EIM needs
What systems need
to be implemented
and their roadmap

Changes in business
processes and mode
of operation

Mandatory
requirements and
guidelines for B/Ds
to follow for
standardisation

Change management
programme - equip staff
with required skills and for
smooth adoption of EIM

A governance body to facilitate adoption and


maintenance of EIM standards and guidelines

Central EIM Initiatives


Government-wide standards and guidelines
Standard on recordkeeping metadata
Metadata standard for CM/KM
Information Management Foundation (IMF) guidelines
Common Shared Services (CSS) collaborative
workspace (CW) and electronic recordkeeping system

(ERKS) services on government private cloud platform

Central EIM Initiatives


Information Management Foundation guidelines
Government-wide guidelines would be set up for the
following components so that B/Ds can develop their
own organisational standards / guidelines:
Taxonomy
Security
Life cycle
Workflow and integration
Versioning
User interface

for synergy and ease of information exchange


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EIM Initiatives for B/Ds


Sample EIM Roadmap for B/Ds

Recommend B/Ds to consider


Implementing concurrently for
efficiency

Common Shared
Services (CSS) as an
implementation option
for B/Ds

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Contributions from Industry


EIM Progamme
B/Ds to subscribe
service for their
departmental initiatives

or develop their own


departmental
solutions

Central service platform for


collaborative workspace and
ERKS

Governmentwide
standards and
guidelines

Central
governance
and advisory
support

Common
shared
services
development
and support

Industry

Central initiatives
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Conceptual overview Common shared services

Record
Interface
platform

CWEs
Dept A

ERKSs
A

ERKSs
C
Information
Exchange
Platform
(internal)

CWEs
Dept B
Information
Exchange
Platform
(external)

CWEs
Dept C

External
Stakeholders
B/D Users
not yet
on CWE

Domain expertise and skills


Strategy study expertise
EIM domain experts
Records Management review / revamp record
classification scheme, ERKS implementation
Contents Management
Knowledge management
Cross domain integration knowledge / experience

Information architect metadata and taxonomy


Usability expertise workflow, user interface
BPR expert process re-engineering
Change management expertise advise on organisational
governance for sustainability, stakeholder management and
communication plans
System integrators application / software integration
Technology/products that are cloud ready

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Contributions from Industry


Way forward:
At the Centre
Government-wide standards are being developed
Planning of common shared services in progress for the
subsequent implementation

For the B/Ds First Wave B/Ds to start their EIM implementation soon
Other B/Ds to start the EIM strategy studies soon
Review the adoption and pace in about 3 years time

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