News

FREE11 – ADELAIDE – 15 MAY 2014

Tuesday, March 11th, 2014

View the program for FREE11 to be held at the Crowne Plaza on Thursday 15 May 2014.

Click here to register now!

FREE10 – HOBART – 8 MAY 2014

Tuesday, March 11th, 2014

View the program for FREE10 to be held at the Museum of Old and New Art (MONA) on Thursday 8 May 2014.

Click here to register now!

WHAT IS FYB FREE?

Monday, March 10th, 2014

FYB FREE is a next generation information governance solutions forum that encompasses information, records, and document management disciplines and provides an innovative and engaging program to delegates as well as the opportunity to connect with professionals in the industry.

FYB FREE’s showcase Information Management Solutions, including EDRMS, scanning, e-mail management and document generation and collaboration. Our event attracts new customers as well as offering additional services and solutions to existing customers.

FYB FREE is for:

Executive and Strategic Managers who are responsible for their organisations information governance and records management needs and compliance requirements.

and

Managers and Team Leaders in Records and Information Technology who understand the day-to-day challenges of capturing and managing an ever increasing amount of information throughout its lifecycle.

Click here for more details on upcoming FYB FREE events.

 

INTRODUCING INTELLEDOX – INFINITI

Thursday, October 31st, 2013

Infiniti is a document generation application and workflow tool that allows you to streamline internal procedures, such as leave requests and staff reimbursements. It can also be used externally for sophisticated smart e-forms, document creation workflows, data services and integration (to over 60 applications including HP TRIM®), business process management, sophisticated policy and rules management.

Infiniti provides solutions for:

  • Document Generation
  • E-Forms
  • Data Services and Workflow
  • Rules Management
  • Specific Output Formats

This provides your organisation with the ability to:

  • Produce personalized communication with your customers and staff. Utilising web technologies means that collecting and confirming information is a familiar task for all users with no additional up-front learning needed.
  • Connect to agency data stores such as HP TRIM®, Microsoft SQL, SharePoint and Oracle and provide up to the minute information and document content to ensure all communications are timely, accurate and personalized.
  • Remove the need for complex macros.
  • Generate documents which contain unique file names and metadata sets based on the context and content of the document, and saved in the right location within your Document Management Solution.

Contact FYB for a demonstration and more information.

WHY POLICIES AND PROCEDURES ARE IMPORTANT

Thursday, October 31st, 2013

Events in QLD are highlighting the importance of developing adequate procedures and approval processes for the management of records and information.

The Queensland Crime and Misconduct Commission (CMC) is making headlines after discovering that thousands of records relating to the Fitzgerald Inquiry, an investigation into state police corruption carried out in the 1980’s, were either destroyed or made available to the public earlier than expected.

This occurred due to a failure by the CMC Director of Information Management to properly review the documentation before deciding to alter the Records Access Plan (RAP) from 65 year restricted access to 20 years.

This effectively meant that sensitive records of the investigation into police corruption were now available to the public, despite them containing highly confidential material such as surveillance logs or records which had not been tendered to the 1980’s public inquiry due to them relating to unproven allegations.

The current investigation has revealed that there was significant confusion around the amendment to the Records Access Plan and if authorisation was necessary to provide approval to release the records to the public.

This case demonstrates why it is absolutely vital for organisations to have clearly defined procedures relating to the management of their records so that all stages of the record life cycle are managed and records are maintained long enough to satisfy legislative requirements in a manner which protects their integrity and the confidentiality of their subject matter.

Contact FYB if you need assistance with your Policy and Procedures.

HP TRIM RENDERING MODULE

Thursday, October 31st, 2013

The HP TRIM Rendering module provides a fully automated process for document format conversion (rendering) and for storing both original and rendered documents for a record. With HP TRIM Rendering, you can create TIFF and PDF renditions of your documents as a server-side process to prepare documents for publication and to maintain long-term usability.

Because HP TRIM Rendering works as a server-side process there are monitoring and error handling capabilities, so that you can maintain tight control over the processing. With the HP TRIM Rendering console, you can see which documents are queued to be rendered and which documents failed to render. Failed documents are transferred to a separate queue, and you can either resubmit them or quarantine them to prevent further rendering attempts.

Contact FYB for more details about the HP TRIM Rendering Module

USING HP TRIM TO MANAGE PHYSICAL OBJECTS

Wednesday, August 7th, 2013

Does your organisation have a collection of physical objects that are managed by one or two individuals using their own spread sheets?

Do you know where all the objects are located or what they would cost to replace if they were lost?

Wouldn’t it be good to do away with all the individually managed solutions and instead use HP TRIM® as a central register and management system for your objects?

You can!

With a little thinking outside the square we can use HP TRIM® to catalogue, track and search through physical objects including artefacts or paintings.

A special record type can be configured in order to capture information about the item at the point of registration such as the age, maker, object type (sculpture, painting, etc.) or any other desired metadata. This enables the items to be consistently and accurately categorised by local historians or volunteers who may be inexperienced or have few computer skills.  The HP TRIM® Notes field can also be utilised where an organisation wants to capture other information about the object.

Entering information such as the value of the artefact for insurance purposes enables this data to be quickly extracted into an excel spread sheet, tallied and then placed into Asset Registers or financial systems.

As each artefact/object can be labelled with a unique barcode generated by HP TRIM®, its whereabouts can be tracked through the course of the move using barcode readers.  This is perfect for when artefacts need to be relocated due to the organisation moving premises.

But what if we don’t have barcode readers or the idea of tagging items with barcodes isn’t feasible?

The solution is easy! You can use HP TRIM® to hold a photo of the artefact allowing users to find an object in HP TRIM® and view an image of the object along with any associated metadata.

Contact FYB if you would like our assistance with managing your physical objects through HP TRIM®.

IS DIGITAL STORAGE REALLY CHEAP?

Friday, June 28th, 2013

With more and more records being either born electronically or converted into digital form from hardcopy, the new challenge that faces many businesses today is the ever increasing volume and costs associated with electronic records.

While electronic storage space may be cheap in comparison to the storage costs of hardcopy records, there have been recent studies which indicate that the management of electronic records can, if not controlled, surpass that of managing physical records.

In a 2010 on-line blog entitled The Origins of Information Governance by the Numbers, Barclay T Blair highlighted that while the worldwide costs of storage hardware had not increased over the past ten years, what had increased was the costs of storage software for the increasing volume of electronic records that require ongoing management. As acknowledged by Blair, – ‘Managing all this information is no longer a storage problem – it’s about how well we can manage, harness, and govern that information’.

Ensuring that your business has adequate records and information management architecture, systems and processes in place not only assists in the capture, use, maintenance, retention and disposal of records it can also reduce the costs that come with their ongoing management.

FYB has the experience and expertise to help your business in developing the tools required to manage your business records and information whether they be hard copy or electronic. For more details contact FYB.

STATE ARCHIVING AUTHORITIES

Tuesday, June 18th, 2013

A common question posed by Record Management Teams, at Forums held by their ‘State Archive Authority’, is ‘can they enforce their standards onto Government Agencies’ with the thought that if this were to occur Records Teams would have greater resources and records and information management would be taken more seriously within the organisation as staff would be aware of penalties for failure to comply.

State Archiving Authorities have limited ability to enforce penalties on organisations who do not comply, however in recent years reports have highlighted the necessity of good records keeping practices. This has resulted in new legislation, policies and strategies being created to help enforce the various ‘Public Records/Archives Act’ across the country. Examples include:

  • Crimes (Document Destruction) Act 2006
  • Public Records Office Victoria – Records Management Standards Project
  • Privacy Amendment (Enhancing Privacy Protection) Bill 2012
  • Digital Transition Policy (Commonwealth)
  • Digital Continuity Plan (Commonwealth)
  • Privacy Amendment (Enhancing Privacy Protection) Bill 2012

What has become more evident in recent years is what could be called the ‘name and shame game’ in poor record keeping practice both in the Public and Private Sector, recent published reports include:

INVESTIGATION INTO THE STORAGE AND MANAGEMENT OF WARD RECORDS BY THE DEPARTMENT OF HUMAN SERVICES – MARCH 2012

Background:

This investigation concerns the records held by the Department of Human Services (the department) relating to former wards of the State of Victoria.

Findings:

The Ombudsman of Victoria Report produced 6 Recommendations for the Department of Human Services to consider. The report highlighted various shortcomings in the departments Short Comings such as:

  • The storage of around 80 linear kilometres of historical records stored in boxes at numerous locations.
  • How the department has not inspected or indexed a considerable portion of Ward records.
  • Requests to the department for access to records are often not met because records are unable to be found.

13-010MR ASIC ACCEPTS ENFORCEABLE UNDERTAKING FROM MACQUARIE EQUITIES LTD – 29 JANUARY 2013

Background:

On the 29 January 2013 Australia Securities and Investments Commission accepted an enforceable undertaking from Macquarie Equities Limited following a surveillance that found some recurring compliance deficiencies by and in the supervision of Macquarie Equities Limited advisers.

Findings:

  • Client files not containing statements of advice
  • Poor client records and lack of detail contained in advice documents
  • Lack of supporting documentation on files to determine if there was a reasonable basis for the advice provided to the client

MANAGING MAJOR PROJECTS –VICTORIAN AUDITOR-GENERAL’S REPORT – 10 OCTOBER 2012

Background:

The audit objective was to assess how effective, efficient and economical Major Projects Victoria is in managing major capital projects.

Findings:

The Victorian Auditor-General’s report listed three findings from their audit and put forward two recommendations. The following finding directly links into managing information:

  • Management of internal contracts is deficient, with missing contracts, unjustified contract variations and the absence of contractor performance assessment.

It is clear from the above examples that poor records management practices have started to be put on notice in the past decade, the watch dog agencies are starting to name and shame organisations which fail to meet necessary standards so it is important to contact FYB for expert advice or to ensure you are compliant with all necessary regulations.

NATIONAL ROYAL COMMISSION

Monday, March 18th, 2013

During the month of November Prime Minister Julia Gillard launched a National Royal Commission into Institutional Responses to Child Sexual Abuse. The announcement of this commission highlights many factors, one factor being the importance of Records and Information Management.

Since this announcement the Acting Director General of the Department of Premier and Cabinet, New South Wales has released a Memo to all State Departments reminding Government Employees ‘that the disposal of records do not result in the loss or destruction of any records that could be expected to be required in evidence before either of the Commissions of Inquiry’.

Furthermore the National Archives of Australia is proposing a disposal freeze on all Federal Departments until the Royal Commission has been concluded.

It is difficult for Records and Information Managers to provide evidence that additional records resources is a valuable investment, however an announcement like this clearly highlights ‘why records matter’.

Why records matter?

They provide:

  • information for planning and decision-making
  • evidence of accountability
  • they are often subject to specific legal requirements
  • records document what is done and why they provide evidence of communications, decisions and actions.

RECENT NATIONAL ROYAL COMMISSIONS:

  1. Royal Commission into HIH Insurance (2001–2003)
  2. Royal Commission into the Building and Construction Industry (2001–2003)
  3. Royal Commission to Inquire into the Centenary House Lease (2004)
  4. Inquiry into certain Australian companies in relation to the UN Oil-For-Food Programme (2005–2006)
  5. Equine Influenza Inquiry (2008)
  6. Royal Commission into Institutional Responses to Child Sexual Abuse (2012)