Cloud computing is becoming an increasingly common business practice and with that comes new opportunities and challenges for storing digital records.

For organisations considering cloud based services it is recommended that a thorough risk assessment is conducted before entering into any arrangement with a cloud computing service provider.

To assist with this process, the Archives Office of Tasmania have developed a guideline for Managing the recordkeeping risks associated with cloud computing. The purpose of this guideline is to provide information about, and stipulate the process for, the transfer to, or creation of, content in data stores which are maintained by a service provider.

Click here for further details or contact FYB if you need any assistance.

As the Member Support Services of FYB continues to expand a newly created position for another Members Support officer has been created in this department has been created.  Click here for more details about this Members Support Officer position. Applications should be sent to recruitment@fyb.com.au.

Does your organisation need to improve its information security management?
Are your colleagues working toward AS/NZS ISO/IEC 27002:2006 compliance?

State Records of New South Wales have released some new guidance which may be of assistance to you:

• Recordkeeping in Brief (RIB) 58 – How  records management techniques and skills can contribute to information security objectives is aimed at recordkeeping professionals. Click here for more details.
• Information security – How records management techniques and skills can help you to meet information security objectives has been prepared for ICT professionals and business managers and summarises the contents of RIB 58 in a single sheet flier. Click here for more details.

National Privacy Awareness Week (PAW) is just around the corner.

PAW is the one week a year that the Office of the Australian Information Commissioner (OAIC) asks us to consider our privacy and the security of our information.

Each year the OAIC asks the community to complete a survey which details the respondents attitudes towards privacy and information security. These surveys are then used to measure the public perception of privacy and show how it is changing over time.

As we get closer to this date, be sure to take click here to take a look at the website and complete the survey.

As the Member Support Services of FYB continues to expand a newly created position for a Personal Assistant/Team Coordinator has been created in this department.  Click here for more details about this Personal Assistant/Team Coordinator position. Applications should be sent to recruitment@fyb.com.au.

The annual FYB FREE Road Show is returning to Hobart on 19 April 2012.  FYB will provide delegates with interesting and informative presentations on Records Management and TRIM. In 2012 the guest speakers are -

Andrew Thompson – IT Manager – East Gippsland Water – ECMS Implementation Project.  On Board, Motivated and Involved – Achieving success with the help of your staff.

Mark Vosper and Ellen Hennessy – Transend Networks – Transend -Information Management: Why the hype?

Click here for more information or to register for the FYB FREE Hobart Road Show.

TRIM is an electronic document and records management system (EDRMS) solution for managing and storing documents, folders and records. It is capable of managing both physical and electronic records and from creation to ultimate disposal.

Whilst the actual installation of the HP TRIM software maybe seen as a ‘point and click’ exercise, there are numerous design issues and functionalities that require consideration and configuration.

System design begins with a thorough understanding of your organisations requirements. FYB conduct a comprehensive Business Analysis of your organisations current processes and develop best practice solutions to assist your organisation.

FYB will address key system components of TRIM and how they will be utilised and configured within your organisation. Some key components include:

• User Types and Permissions:
  Identify and control users and how they interact with the system.
• Record Types:
  Offer control over what your records will be called and what information they will contain.
• Security:
  Mechanisms to ensure that all records under TRIM control cannot be accessed or altered in any way without access being permitted and the changes being tracked and recorded.
• Locations:
  Identify the various ownership, usage, access rights and physical location details for records.
• Classification:
  Process of grouping related records together based on the business functions and activities of an organisation.
• Retention and Disposal:
  Guidance on what action should be undertaken on specific records when they are no longer required for active use. It establishes retention periods for specific classes of records and allows organisations to promptly and legally destroy records as required.

FYB will aim to establish a configuration that enables your organisation to adequately meet its document and records management business and legislative requirements now and into the future.

If you would like to learn more about how FYB can assist you in designing a TRIM solution or re-designing your existing TRIM solution please click here to contact FYB.

HP TRIM 7.2 has been officially released by HP.

FYB have implemented this release ‘in house’ and have begun testing the new version, this will enable FYB to extensively test HP TRIM 7.2.

TRIM 7.2 has new features and enhancements to existing features in HP TRIM, including changes to the Document Content Indexes which now uses IDOL.

Significant improvements have also been made to Document Storage, Management Reporting and Event Processing Scalability.

The current SharePoint Integration and Web Client features have also been enhanced and many bugs seen in previous releases have been resolved.

HP have also announced that HP TRIM 7.2 will no longer support Windows XP and Office 2003, so this needs to be considered for any future deployments.

Please note that HP have also released a new patch for HP TRIM 7.1.1.  This patch still supports Windows XP SP3 and Office 2003 environments, it includes many of the same bug fixes included with TRIM 7.2 but it does not include any of the new features available in TRIM 7.2.

Contact FYB if you would like any further information about HP TRIM 7.2.

The third annual National SharePoint Survey has shown that a large number of Australian organisations are either interested in or are actively pursuing deployment of Microsoft SharePoint software.

The survey showed that upwards of 80% of organisations deploy SharePoint to facilitate greater collaboration amongst their staff.

Integration with HP TRIM makes SharePoint a fantastic platform, providing a user friendly and familiar front end, while allowing TRIM to take care of records compliance and retention in the background.

The combination of easy collaboration and bulletproof records management capabilities make TRIM SharePoint integration a powerful tool for organisations.

Contact FYB if you would like further information or a demonstration of the TRIM SharePoint integration.

There will be major changes to the management of data relating to the workers compensation scheme in Tasmania when WorkCover Tasmania implements a new Information Management system from 1 July 2012.  The new system will replace the existing workers compensation management system and will better facilitate the collection of information from insurers through the use of the National Insurers Data Specification (NIDS) which has just been released for final consultation.

NIDS has resulted from collaboration between the WorkCover authorities of Tasmania, Western Australia, Northern Territory and ACT and the Insurance Council of Australia (ICA) and incorporates data requirements reflecting the monitoring and regulatory obligations of WorkCover Tasmania under the workers compensation scheme.

Click here for further information.