Podcasts

The Future Proof podcast series is an initiative by State Records to support NSW public offices in understanding issues related to digital recordkeeping. This series will be created continuously and it is hoped that it will aid those that can not be present at live presentations, forums or briefings that are offered by State Records.

1 – The digital recordkeeping standard and how to use it

In this first Future Proof podcast, Cassie Findlay, Senior Project Officer for State Records discusses the new Standard on digital recordkeeping.

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Cassie discusses the background as to why a new standard was needed, explains precisely what digital records are, as well as what exactly is digital recordkeeping. Cassie outlines the standard and offers advice to public offices on how to become compliant with the new standard.

The new standard differs from other standards in structure and aims to show public offices how to become compliant rather than simply indicating compliant outcomes.

The sound quality of this podcast was affected due to technical difficulties experienced on the day of recording.

2 – Managing Digital Records

Recorded: 30 March 2009

Length: 21 minutes, 03 seconds

Format: MP3

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Accompanying presentation – Managing digital records (PPT, 891KB)

This podcast episode was recorded at the State Records Records Managers Forum on 30 March 2009. For more information on Records Managers Forums, please visit the State Records website.

In this podcast Janet Knight, project officer for State Records, addresses the new State Records’ guidelines – Managing digital records. Janet explains why the guidelines were created, how the guidelines work as well as explaining the five key strategies of the guidelines. Janet also provides information on how changes to the guidelines will be managed.

The new guidelines – Managing digital records, deals with the unique challenges of digital recordkeeping and are designed to be of use to records and IT professionals alike.

3 – Implementing EDRMS that supports improved business processes

Recorded: 30 March 2009

Length: 27 minutes, 47 seconds

Format: MP3

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Accompanying presentation – Implementing EDRMS that supports improved business processes (PDF, 381KB)

This podcast episode was recorded at the State Records Managers Forum on 30March 2009. For more information on Records Managers Forums, please visit the State Records website.

Greg Navin, Manager, Information and Records Management for Ryde City Council discusses how EDRMS can support business processes. Greg comments on how his organisation improved the way information was captured, managed and preserved. This was done primarily through maximising people, processes and technologies that were already available – looking at what the organisation already had and seeing what it could do.

4 – Change management aspects of implementing EDRMS

Recorded: 30 March 2009

Length: 33 minutes, 09 seconds

Format: MP3

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Accompanying presentation – Change management aspects of implementing EDRMS (PPT, 2MB)

This podcast episodewas recorded at the State Records Managers Forum on 30March 2009. For more information on Records Managers Forums, please visit the State Records website.

In this podcast, Michael Smith, Manager, Records and Archives Management Services, University of Western Sydney discusses some of the change management aspects involved in implementing and EDRMS. Michael discusses some of the principles that guide the small decisions that cumulatively affect how effective an organisation’s change management is as well as looking at some of the big picture change management strategies.

5 – NSW Government Information Strategy, data.nsw and apps4nsw

Recorded: 23 November 2009

Length: 21 minutes, 10 seconds

Format: WAV

Accompanying presentation – Unlocking the potential of NSW Government information (PDF, 2.8 mb)

This podcast episode was recorded at the State Records Managers Forum on 23 November 2009. For more information on Records Managers Forums, please visit the State Records website.

In this podcast, Kate Harrington and Helen Palmer from the Government Chief Information Office discuss the NSW Government’s Information Strategy, due to be finalised and launched soon. Linked to this strategy, the Government has launched the data.nsw website and the apps4nsw competition, which are also explained.

6 – Making metadata work for you

Recorded: 23 November 2009

Length: 24 minutes, 23 seconds

Format: MP3

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Accompanying presentation – Making metadata work for you (PDF, 513kb)

This podcast episodewas recorded at the State Records Managers Forum on 23 November 2009. For more information on Records Managers Forums, please visit the State Records website.

In this podcast, Cassie Findlay from State Records talks about why metadata is vital for achieving a range of information management outcomes, how it supports the aims of the new Government Information (Public Access) Act 2009 and offers some tips for implementing good quality metadata.

7 – Digital records in Housing NSW

Recorded: 2 March 2010

Length: 22 minutes 36 seconds

Format: MP3

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Accompanying presentation – Digital records in Housing NSW (PDF, 186kb)

The podcast “Digital records at Housing NSW” was recorded at the State Records Records Managers Forum on March 2, 2010. For more information on Records Managers Forums, please visit State Records’ website.

In this podcast, Michael McMullan, Business Program Manager ERDM from Housing NSW, describes a major digital records project currently underway. With a focus on scanning of client records, Housing have significantly reduced the quantities of paper they manage and store.They are now moving to capture of born digital records to have a wholly electronic recordkeeping environment. In his talk, Michael explores some of the practical issues associated with this type of project, and how they are measuring success.

8 – Changes to your right to government information in NSW

Recorded: 29 July 2010

Length: 40 minutes 31 seconds

Format: MP3

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Accompanying presentation: Changes to your right to government information in NSW (PDF, 209kb)

The podcast “Changes to your right to government information in NSW” was recorded at the State Records Records Managers Forum on July 29, 2010.  In this podcast, the NSW Information Commissioner, Deirdre O’Donnell, outlines the purpose behind the Government Information Public Access (GIPA) Act 2009,  and describes the roles of the Office of the Information Commissioner and public offices.

9 – Business process and information analysis

Recorded: 29 July 2010

Length: 25 minutes 20 seconds

Format: MP3

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Accompanying presentation:  Business Process and Information Analysis (PDF, 67.9kb)

The podcast “Business Process and Information Analysis” was recorded at the State Records Records Managers Forum on July 29, 2010. In this podcast, Tony Leviston, Information Management Specialist, People, Workplace & Planning, Department of Services, Technology & Administration talks about work done in the agency on business process / information analysis.

10 – New online e-learning modules in records management

Recorded: 29 July 2010

Length: 9 minutes 42 seconds

Format: MP3

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Accompanying presentation: elearning modules (PDF, 288 kb)

The podcast “eLearning modules” was recorded at the Records Managers Forum on July 29, 2010. In this podcast, Janet Knight, Project Officer, Government Recordkeeping  describes the new e-learning modules in records management that are available  from State Records.  She covers the subject matter of the modules, how they can be used and options for customisation by public offices.

11 – Records Management Assessment Tool

Recorded: 29 July 2010

Length: 22 minutes 10 seconds

Format: MP3

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Accompanying presentation: Monitoring records management (PDF, 291 kb)

The podcast “Monitoring records management” was recorded at the Records Managers’ Forum on Jul 29, 2010. In this podcast, Catherine Robinson, Senior Project Officer, Government Recordkeeping explains the roles and responsibilities of State Records and public offices in relation to monitorinf records management performance and compliance. She describes various types of monitoring activities and points to tools that are available to public offices, including the new Records Management Assessment Tool.

12 – Findings of the survey on ICT attitudes to recordkeeping

Recorded: 8 November 2010
Length: 19 minutes
Format: MP3

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Accompanying presentation:  ICT attitudes RM Forum presentation (PDF, 238 kb)

The podcast “Findings of the survey on ICT attitudes to recordkeeping” was recorded at the Records Managers’ Forum on November 8, 2010. In this podcast, Janet Knight, Project Officer, Government Recordkeeping explains the background to this survey, the key findings and some ideas proposed for future projects. She also explains the feedback mechanism included in the online version of the survey report.

13 – Delivering recordkeeping projects in collaboration with ICT and business professionals

Recorded: 8 November 2010

Length: 30 minutes 14 seconds

Format: MP3

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Accompanying presentation: Delivering recordkeeping projects in collaboration with business and ICT professionals

The podcast “Delivering recordkeeping projects in collaboration with ICT and business professionals” was recorded at the Records Managers’ Forum on November 8, 2010. In this podcast, May Robertson, Records Manager for the University of Sydney, talks about achieving positive recordkeeping outcomes by working in partnership with ICT professionals and business representatives. She uses a number of examples of recent projects at the University to illustrate this.

14 – Digital recordkeeping survey 2010

Recorded: 24 March 2011
Length: 29 mins 2 secs
Format: MP3

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Accompanying presentation: Digital recordkeeping survey (PDF, 170 kb)

The podcast “Digital recordkeeping survey” was recorded at the Records Managers Forum on March 24, 2011. In this podcast, Catherine Robinson from State Records NSW talks about the background to the 2010 digital recordkeeping survey, the survey pool and the survey results. She discusses in particular the results regarding new business systems, the disposal of recordkeeping metadata and the analysis of high risk business processes. She also indicates some future directions for digital recordkeeping compliance monitoring and asssistance.

15 – Digital State archives

Recorded: 24 March 2011
Length: 28 mins 24 seconds
Format: MP3

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Accompanying presentation: Digital State archives(PDF, 1 mb)

The podcast “Digital State archives” was recorded at the Records Managers Forum on March 24, 2011. In this podcast, Cassie Findlay from State Records NSW talks about the challenges of preserving born digital records for the long term, and plans to build the State’s first digital State archives.

16 – Records management e-learning training at DSTA

Recorded: 24 March 2011
Length: 42 mins 6 seconds
Format: MP3

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The podcast “Records management e-learning training at DSTA” was recorded at the Records Managers Forum on March 24, 2011. In this podcast, Stephen Bedford, records management specialist for the Department of Services, Technology and Administration describes the process of developing, testing and implementing e-learning in records management across the department.

17 – Digital archives plans at State Records

Recorded: 18 May 2011
Length: 38 mins, 36 secs
Format: MP3

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Accompanying presentation: Digital State archives for ASA May 25 2011

This talk was delivered by Cassie Findlay, Project Manager, Digital Archives at the NSW Branch meeting of the Australian Society of Archivists on May 18 2011. Cassie talks about State Records’ Future Proof strategy and its aims, including the goal of giving State Records the capacity to accept, preserve and make available digital records as State archives. She describes the strategies used to secure the funding for the project and discusses the challenges and opportunities that now lie ahead with the project getting underway.

18 – The GIPA Act 12 months on

Recorded: 2 August 2011
Length: 36 mins, 35 secs
Format: MP3

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Accompanying presentation: The GIPA Act 12 months on

In this talk recorded at the Records Managers’ Forum in Sydney on August 2, the NSW Information Commissioner Deirdre O’Donnell provides an overview of the aims and key elements of the new right to information regime in NSW, and reported on progress over the last 12 months towards achieving these goals.

19 – Government 2.0 – How it relates to Archives 2.0

Recorded: 11 August 2011
Length: 33 minutes, 50 seconds 
Format: MP3

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Accompanying presentation: Government 2.0 – How it relates to Web 2.0

This was recorded as part of State Records NSW’ internal staff development program, Digital Awareness Month (DAM). For more information about Digital Awareness Month see the DAM it! blogpost.

Adrian Cunningham, formerly of the National Archives of Australia and now with Queensland State Archives, was a member of the Government 2.0 Taskforce, which delivered its report to the Commonwealth Government in December 2009.

Adrian speaks of the Taskforce’s work and the projects it sponsored to bring about greater engagement between Government and the community through openness, responsiveness, innovation and involvement. He also discusses the Web 2.0 world in relation to archival institutions, and the various opportunities and challenges involved.

20 -  Meeting the challenges of digital recordkeeping

Recorded: 17 November 2011
Length: 44 minutes, 44 seconds 
Format: MP3

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Accompanying presentation: Meeting the challenges of digital recordkeeping (PDF, 3.48MB)

This presentation by Kate Cumming of State Records NSW was recorded at the Records Manager’s Forum on 17 November 2011.

In this presentation Kate argued that a lack of strategic and long term vision in relation to information and technology management is putting recordkeeping, as well as the Government business it supports, at significant risk. Kate stated that the lack of strategic vision was leading to the rapid adoption of new technologies that are not designed to create and manage records and long term information. This in turn is leading to rapidly accumulating volumes of data and increasing silos of information.

This is creating significant challenges for recordkeepers now and in the future. Kate outlined 4 key challenges, the business risks associated with these and suggested ways in which these challenges could be met.

The key challenges outlined were:

1. Identifying and managing records

2. Understanding business systems

3. Communicating requirements

4. Influencing new business environments

21. Risk and records at the University of Technology, Sydney

Recorded: 17 November 2011
Length: 45 minutes, 14 seconds 
Format: MP3

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Accompanying presentation: Risk and records at University of Technology, Sydney (PDF, 122KB)

This presentation by Deborah Naray of the University of Technology, Sydney was recorded at the Records Manager’s Forum on 17 November 2011.

In this presentation Deborah spoke about the recordkeeping risk and records assessment programs that are currently being rolled out across the University’s 200+ business units.

Deborah shared a range of very practical lessons learned and advice on mitigating risks and improving practices in very large organisations. She also shared samples of a range of documents developed by the University as a part of their assessment and monitoring programs.

Extract from UTS recordkeeping responsibilities assessment (PDF, 40KB)

Extract from UTS digital recordkeeping assessment form (PDF, 12KB)

Extract from UTS digital recordkeeping risk assessment form (PDF, 39KB)

Extract from UTS recordkeeping assessment future planning form (PDF, 37KB)

Extract from UTS records storage assessment form (PDF, 58KB) 

22. Risk assessment for records and records systems - current projects in the international standards environment

Recorded: 17 November 2011
Length: 37 minutes, 18 seconds 
Format: MP3

 

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This presentation by Anne Picot of the University of Sydney and the International Standards Organization’s Records Management Committee was recorded at the Records Manager’s Forum on 17 November 2011.

In this presentation Anne discusses current work items being developed by the ISO’s Records Management Committee. Projects are underway to help define, mitigate and address the range of risks affecting records and their immediate and long term management.

23. Internal auditing of records management programs

Recorded: 9 March 2012
Length: 23 minutes, 54 seconds 
Format: MP3

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This podcast episode was recorded at the State Records Managers Forum on 9 March 2012. For more information on Records Managers Forums, please visit the State Records website.

In this podcast, Dr Stephen James, Associate Director, NSW Internal Audit Bureau, describes the internal auditing of records management programs. Internal audits bring benefits to an organisation as they provide assurances that appropriate systems and processes are in place and performing as required. Stephen draws on his extensive experiencing in auditing against a number of the records management standards issued by State Records.

Accompanying presentation: Dr Stephen James – Internal auditing of records management programs (PDF, 2.56MB)

 

24. Efficiency and compliance: A journey in records at Blue Mountains City Council

Recorded: 9 March 2012
Length: 13 minutes, 20 seconds 
Format: MP3

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This podcast episode was recorded at the State Records Managers Forum on 9 March 2012. For more information on Records Managers Forums, please visit the State Records website

In this podcast, Lydia Kolar, Team Leader Information Management, Blue Mountains City Council, describes  how a corporate decision that “all official business records are held electronically” led to some major changes in recordkeeping in the Council.. Lydia talks about the challenges that she and her team faced, where she was able to find help and resources to assist and how she has achieved improvements in recordkeeping in the organisation.

Accompanying presentation: Lydia Kolar: Efficiency and compliance – A journey in records, Blue Mountains City Council (PDF, 1.19MB)

 

25. Introducing the revised Standard on the physical storage of State records

Recorded: 9 March 2012
Length: 25 minutes, 26 seconds 
Format: MP3

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This podcast episode was recorded at the State Records Managers Forum on 9 March 2012. For more information on Records Managers Forums, please visit the State Records website

In this podcast, Catherine Robinson, Senior Project Officer,Government Recordkeeping talks about the background to the revision of the Standard on the physical storage of State records, the scope of the standard and what changes have been made in the revised version. Catherine also outlines the compliance timetable, what organisations need to do to comply and what guidance is available to assist.

Accompanying presentation: Introducing the revised Standard on the physical storage of State records (PDF, 1.68MB)

 

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