More FAQs about managing social media information April 16, 2014 No Comments

Social Media Heart CollageSorry it has taken a little while to add to this next instalment of our social media FAQs, but we have been receiving new batches of social media questions that we have wanted to answer and then share, hence the delay.

So, this time around:

  • How frequently do I need to capture records of our social media engagement?
  • Can we tell clients that we don’t want to receive their feedback or complaints via social media?
  • Do I need to keep information about what content the hyperlinks in my social media posts led to?
  • Does the information that I make and keep about my social media business need to look exactly like it did online?
  • Can I use just one tool for managing all my social media information?
  • We have a broadcast system to communicate emergency messages via social media when needed – do I need to know the time and date that I broadcast a particular social media message and know when someone receives it?
  • What information management considerations apply to wikis?
  • What information management considerations apply to collaborative editing tools like Google Docs?

Read the rest of this entry »

photo by: kdonovangaddy

Disposal of digital information – why it’s not occurring and how we might be able to start improving things April 14, 2014 1 Comment

Trash Recycling with Disposal ContainersAt our most recent EDRMS Implementer’s Group meeting, we discussed digital disposal.

Specifically we discussed:

  • are organisations using disposal authorities to sentence, retain or destroy digital information?
  • are there drivers for or barriers to digital disposal?
  • what are some main issues that might be impeding the implementation of digital disposal?

Lots and lots of interesting issues were discussed:

Read the rest of this entry »

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Thinking more about moving email to the cloud April 10, 2014 No Comments

UFO clouds

At State Records we have been thinking more about issues to consider when moving to the cloud.

In this post we explore:

  • why use of cloud-based email is growing in government
  • information management issues arising from use of cloud-based email applications, and
  • possible risk mitigation strategies that can be put in place to manage these issues.

The aim of this post is to continue the discussion about important information management issues that need to be considered when email is being moved to the cloud, and to help formulate strategies that could support government organisations that are adopting cloud-based email.

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photo by: photophilde

Reviewing the Standard on Digital Recordkeeping March 27, 2014 No Comments

The Standard on Digital Recordkeeping articulates the core requirements that State Records sets public offices for managing their digital information. The standard was issued in 2008, so it is due for a review. Since then, there have been major changes to the structure and operations of government, and to the digital technologies which support government operations.

As part of the review process, we have put out a survey asking detailed questions about implementation of the standard, so that we can understand what is most effective, and what requires the most improvement. We are trying to find out how well the standard supports information management outcomes, and have tried to define this broadly.

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Managing social media information – frequently asked questions March 14, 2014 No Comments

Social media buttons/badges/widgets/pluginsHere are some of the questions we get asked about government use of social media:

  • what is the legal status of information in social systems?
  • does the State Records Act apply to social media?
  • does defamation law apply to social media?
  • how does the Privacy and Personal Information Protection Act apply to social media?
  • how do I know if I need a social media information management strategy?
  • what are the business benefits of developing a social media information management strategy?
  • Read the rest of this entry »
photo by: dmhoro

Tools for capturing social media information February 28, 2014 2 Comments

twitter logo map 09As social media is relatively new and rapidly evolving technology, there are no defined, best practice ways for making and keeping social media information as a business asset.

Organisations also use different social media channels, in a variety of different ways and for various different types of business operations.

Given there are no easy answers for how you should capture and manage your social media information, you should choose the strategies that best meet your business needs and technological environment, while making a full assessment of the potential risks involved. Read the rest of this entry »

photo by: The Next Web

Management strategies for social media information No Comments

TwitterThere are a range of information management strategies you can apply to your social systems, based on your specific business needs and risks.

The strategy you choose needs to be based on an analysis and understanding of business needs and risks. You may need to choose different information management strategies for each of the different social media channels used, depending on the different levels of traffic, risk and discussion within these channels.

Any information management strategy you choose should be regularly reviewed, as your organisation’s use of social media may move from a fairly passive use to active and engaged. Once social media channels become widely accepted for business communication and engagement in your organisation, it is likely there will be a greater need for effective management of the information generated.

Strategies to choose between are:

  1. Leave the information where is it strategy
  2. Low level information management strategy
  3. Monitoring-based information management strategy
  4. Needs-based information management strategy
  5. Reporting as an information management strategy
  6. Information for reuse strategy
  7. Information management for accountability strategy
  8. Information management through broadcast systems strategy Read the rest of this entry »
photo by: eldh

Managing social media business information 3 Comments

Twitter Bird SketchState Records’ revised guidance on managing social media business information is being progressively published over the next few days. Here are the first few slices. If you have any suggestions for improvements, please let us know.


NSW Government has a strong and growing social media presence.

Studies of government use of social media show that social media can enable government to reach new audiences, establish communities of practice, provide services and deliver important and effective messages to the community. (See, for instance, New Zealand Government Controller and Auditor-General, Learning from public entities’ use of social media, June 2013) Read the rest of this entry »

photo by: shawncampbell

Information management in Enterprise Resource Planning systems February 26, 2014 No Comments

Finance systemMany agencies have consolidated Finance, HR and other systems to Enterprise Resource Planning systems such as SAP and Oracle, or are currently planning such a consolidation.

State Records is often asked about the implications of this under the State Records Act. Here are the sorts of things we talk about. Read the rest of this entry »

Digital archives update February 25, 2014 2 Comments


Digital Archives’ Richard and Danny, pointing at a screen

It’s two and a half years into the three year Digital Archives project and we have been working hard on our pilot projects, in particular the records of the Special Commission of Inquiry into Electricity Transactions and records of former State Premiers Carr, Keneally and Rees. Key applications have been developed to support the migration of records into the repository, including the creation of additional copies of certain formats  for preservation and access purposes, as well as a search tool enabling powerful full text search across the records, presentation of record metadata and linkages to our archival context information.

Both of these applications are under continuing development and operate alongside other tools that we have adopted for specific purposes such as metadata extraction, file format identification and format conversion, and resources for recording and reusing metadata and preservation decisions, in the form of metadata and ‘preservation pathways’ registries. As with past software development we will be making the latest versions of our tools available as open source on GitHub when they are ready. Read the rest of this entry »