  IIM Newsletter December 2008 |
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President's Message
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Digital Economy Future Directions blog
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New Members
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Information Management Articles Now Available @ iim.org.au
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IIM Branch Events
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Presentations Now Available @ iim.org.au
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IIM Forum Now Operational
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Image and Data Manager Magazine Highlights
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Introducing Your IIM Board
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Information Management News
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IIM Annual General Meetings
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IIM Endorsed Conferences
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Gershon Report - YOUR Feedback Is Important
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IIM Contacts
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Vlad Videnovic
National President
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Dear Member,
It is with pleasure that I welcome you to the last issue of your IIM newsletter for 2008.
In the previous IIM newsletter, I indicated that this issue would be dedicated to another category of information management challenges and compliance requirements formally known as eDiscovery.
When I first encountered the term eDiscovery, I thought that it is about another Google-like search tool that finds answers on your questions before you even ask the question.Then, after doing some research and getting a better understanding of the underlying needs and issues, I started to realise how eDiscovery can have a huge impact on the practices of managing information in my working environment.
eDiscovery (short for Electronic Discovery) refers to discovery in litigation, dealing with information in electronic format. eDiscovery encompasses processes for planning, capturing, processing, storing, preserving and exchanging electronic information that might be required in case of litigation or a regulatory investigation.In essence, it is a “safeguard” or an insurance policy that protects organisations from exposure, publicity and the costs associated with potential lawsuit.
A few weeks ago, I chaired a very interesting conference on eDiscovery, organised by Ark group.An overview of this conference is included in this issue.
Another topic that is very important to majority of our members in an impact of the Gershon Report, which was recently fully endorsed by the Australian Government.Earlier this year, Mr Lindsay Tanner, the Minister for Finance and Deregulation, appointed Sir Peter Gershon to lead a review of the Australian Government’s use of information and communication technology.The final report was formally submitted in August.
In his report, Sir Peter Gershon provided recommendations for improvements.It was announced last week via media release published from Mr Tanner’s office that the government has fully endorsed the recommendations of the report and committed to implementing them within the next three years.For our members that are not familiar with the report and the relevant media release, we have prepared a brief overview of the report and links to the full report.
Many organisations and associations have submitted their comments on this report.Most of them have appointed a single member or a group of experts to prepare this response on their behalf.The IIM board has decided to utilise a different approach.Each of our branches will hold a meeting to discuss what Gershon report means to them.Also, an online forum has been initiated to enable our members to share their opinion.Our formal response will then be compiled from the input from our members.
I am very pleased to let you know that your Institute has signed an updated Memorandum of Understanding (MoU) with the Records Management Association of Australasia (RMAA).Over the past years we often worked together with RMAA in organising various activities. This new MoU provides the two associations with a framework for working collaboratively together thereby providing our members with better and more consistent activities.
I thank my team and branch committees for their hard work and commitment in 2008.I look forward to working with my team and other IIM members in a year that already looks like a year of excitements and new challenges.I wish you all a safe and enjoyable festive season and a very happy and successful 2009.
Vlad Videnovic
President
Email:vvidenovic@iim.org.au
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| New Members |
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The Board of IIM welcomes Oracle and Toowoomba Regional Council as a new Corporate Members. The Board also welcomes the following new individual members:
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Individual Members
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Mark Bazzaco
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Phillip Chapman
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James Dellow
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Shannon Garner
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Kerry Gordon
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Megan Jones
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Christopher Kent
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Shaun Minogue
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Robert Norton-Baker
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Kerri Robb
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Elizabeth Trakas
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| IIM Branch Events |
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Qld
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" Why The Web 2.0 Revolution Won’t Trash Can Your File Plan?" Proudly sponsored by Objective Corporation
Presenters: David Eade & Katrina Hinton
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Date:
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Tuesday 16th December 2008
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Event Time:
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3:00pm for 3:15 start
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Venue:
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Cliftons
288 Edward St
Brisbane
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Cost:
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IIM Members and Students* Free; RMAA/ACS/ASA/ALIA Members $15, Non-members** $25.00
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More Information:
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Link to IIM Events Website
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Cost:
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IIM Members and Students* Free; RMAA/ACS/ASA/ALIA Members $15, Non-members** $25.00
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RSVP:
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RSVP using this Registration Form Link PDF Format Word Format
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IM Forum Operational
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Within the "IM Community"  , registered users are able to discuss issues relevant to information management professionals.
Initially, forums will be established around:
- Web Content Management
- Business Intelligence/BPM
- EDRMS
- eDiscovery and,
- Sir Peter Gershon’s review of the Australian Government’s Use of Information and Communication Technology.
If there is an issue that you, as an information management professional, would like included as a topic for discussion please contact Robert Goode at the IIM Secretariat on (03) 9536 6116 or iim@iim.org.au.
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Introducing Your IIM Board
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Greg Wilson
Regional Director
Victoria
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Greg currently works as a Project Manager for Computer Science Corporation (CSC), a large global IT service provider with 91,000 staff operating in 80 countries.
Greg has a diverse background, which includes tertiary qualifications in Engineering, Management, Business Computing, Administration, Project Consulting, Records and Document Management, Knowledge Management, Corporate Innovation, and Internet Technologies. His experience covers 15 years with the Royal Australian Air Force and the last nine years as a Project Manager/Information Management Consultant.
Greg has implemented and/or project managed the implementation of a variety of electronic systems including electronic drawing & document management, records management, team collaboration, imaging, workflow/electronic forms, asset management and GIS. He has worked extensively within Local Government, has experience in Federal/State Government and the private sector. His work has also included development of information management business strategies, business cases and action plans, and undertaking of strategic project reviews.
Greg is passionate about Information Management, the challenges that are presented and the solutions that can be found. He has been an active member of IIM for eight years and understands the importance of IIM, personally and professionally.
Greg is currently the Victorian President and National Board Member of IIM.
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IIM AGMs
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Follow this link to IIM's National AGM President's report. IIM National President's 2008 Preport
Follow this link to IIM's ACT Branch President's report. IIM ACT Branch 2008 AGM
Read a report on IIM ACT Branch's 2008 AGM including the discussions “Standards: What’s the Point When There are So Many of Them?” and "Implications of the Gershon Report" Report On IIM ACT Branch 2008 AGM.pdf
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Gershon Report: Your Feedback IS Important
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On the 24th November 2008, the Rudd Government announced that it will implement in full the recommendations of Sir Peter Gershon's review of the Government's use of information and communications technology.
In his covering letter to the Minister, Sir Peter Gershon wrote:
"At the heart of my findings is a conclusion that, not withstanding the work undertaken to date, the current model of weak governance of ICT at a whole-of-government level and very high levels of agency autonomy, characterised by an ability to self-approve opt-ins to existing whole-of-government ICT arrangements, leads to sub-optimal outcomes in the context of prevailing external trends, financial returns, and the aims and objectives of this Government. While ICT has undoubtedly benefited government administration and the delivery of key public services, I have also found that benefits realisation and the measurement of benefits arising from investments in ICT are areas where there is substantial scope for improvement, together with measuring and improving the efficiency of current ICT operations.
My recommendations involve a major program of both administrative reform of, and cultural change from, a status quo where agency autonomy is a longstanding characteristic of the Australian Public Service. Based on my experience of creating sustainable change in the United Kingdom public sector environment, there are two critical requirements which will determine the success of this reform program: firstly, sustained leadership and drive at Ministerial and top official levels and, secondly, ensuring the enablers of change are properly resourced, not only in funding terms but also with skills of the right calibre."
Sir Peter Gershon's report is available by following this link Review-of-the-Australian-Governments-Use-of-Information-and-Communication-Technology.pdf
IIM members and other information management professionals are invited to post, using IIM's Forum, your comments so that IIM can formulate a position in respect of the report. Follow this link to IM Community.
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Digital Economy Future Directions blog
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The Minister for Broadband, Communications and the Digital Economy, Senator Conroy has announced that the Australian Government will develop a Future directions paper for the digital economy—a roadmap for Australian businesses, households and government to maximise participation in the digital economy.
Your input is sought to help create the roadmap. Follow this link to the blog.
Some of the themes that we will explore in upcoming blog posts include:
- What does the digital economy encompass?
- How do we maintain the same 'civil society' we enjoy offline in an online world? (this is the post that touches on the issue of filtering and we welcome your feedback about the issue in response to this post)
- Is there a benefit for the digital economy from open access to public sector information?
- Does Australia's regulatory framework need tweaking to enable a vibrant digital economy in Australia?
- How can the digital economy respond to environmental concerns?
- What should Australia do to ensure that our businesses and citizens have the necessary skills to participate fully in the digital economy?
- How can we measure the success of Australia's digital economy?
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Information Management Articles Available @ iim.org.au
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IIM Members and other information management professionals are invited to discuss via IIM's Forum the following articles.
Data Warehouse and Business Intelligence Health Check
Author: Yann Souilliart, Principal Consultant, Altis Consulting Pty Ltd
Many organisations embarked into a data warehouse and business Intelligence project to support decision making processes, policy making and tunning, commercial activities and to reconcile the information present across many heterogeneous legacy systems. Throughout the life cycle of the data warehouse and the information management systems, critical factors such as budget constraints, requirements changes, resources changes, toolset consolidation and strategy modifications influenced the overall performance and alignment of the data warehouse platform.
The objectives of a Data warehouse and Business Intelligence health check are to present the current state of the information management systems in place and provide recommendations for future enhancement and repairs. The health check process will analyse all different elements of the data warehouse platform and audit their ability to perform against the original business objectives. This will deliver a baseline for future assessment, but also provide a clear and complete picture of the current data warehouse implementation, which can be used as an input into the development of the data warehouse strategy moving forward.
Link to complete article BI Health_Check.pdf
Critical Updates on eDiscovery From Around The World
Author: Maureen Duffy, National Practice Coordinator Information Logistics, Freehills
There can be no question that the stress of daily work life is increased exponentially when you cannot easily find your documents. As we move to a time when most, if not all, of our information is retained in an electronic form it becomes critical for an organisation to manage their electronic information. This truism was highlighted when, at the American Institute of Information Management trade show, Google appeared advertising as an Enterprise Content Manager with the logo:
“it is now easier to find information anywhere in the world than it is in your own organisation”.
You may wonder what this has to do with eDiscovery. The fact is that nothing will focus senior management on this issue more than having your organisation become involved in litigation, and then learn that your evidence is held in unstructured electronic data which is almost impossible to search and retrieve. It doesn’t have to be this way; an organisation can be proactive, but it is important for Information Management professionals and vendors to understand that the Courts now have specified rules in relation to eDiscovery, regarding what information must be searched, and how it must be collected, managed and presented. If your Information Management system and your ‘document capture’ procedures follow these rules, it will also help your organisation function more efficiently by:
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allowing staff to quickly and easily access information which increases the productivity in a work day;
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reducing risk management issues and response time by facilitating access and retention of corporate memory;
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allowing focused searches to be conducted which potentially saves hundreds of thousands of dollars in discovery costs.
This article reviews the latest steps taken by the Courts and experts in the common law world, to try to control the costs and volumes of electronic information that must be searched and produced as we litigate in this electronic world.
Link to complete article Critical Updates on eDiscovery from around the world.pdf
The Challenge of Litigation Holds
Author: Browning E. Marean, Partner, DLA Piper US LLP
In the United States courts have described new duties for counsel. Counsel now must actively oversee and direct the discovery and preservation process. This duty to oversee extends to the preservation of evidence, the location of responsive information, and the timely production of that information. Lawyers must now learn the client's document retention policies and data retention architecture.
Link to complete article The Challenge of Litigation Holds.pdf
eDiscovery – The Devil is in the Digital Detail
Author: Stan Gallo, Senior Manager KPMG
In seeking to ensure compliance with current regulatory requirements, organisations have to understand and plan for potential litigation or any number of other potential civil proceedings. Properly managed electronic discovery processes allow organisations to provide quick and efficient responses.
Electronic Discovery is fast becoming a litigation catchcry as organisations wrestle with the increasing demands placed upon them before, during and after legal proceedings. Lawyers, and indeed the Australian courts system are increasingly aware of the potential for discovery of vital information hidden in the digital detail that is stored electronic data. Increasingly onerous regulations surrounding retention, production and destruction of electronic data are forcing organisations to re-think their entire document handling strategies.
Link to the complete article eDiscovery - Devil in the Digital Detail.pdf
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IIM Signs New Memorandum of Understanding With The RMAA
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The Institute For Information Management Ltd (IIM) and Records Management Association Of Australasia (RMAA) formalised a new Memorandum of Understanding recently.
The memorandum builds upon the cooperative relationship that already exists between RMAA and IIM. The memorandum calls for an open dialogue between the organisations on professional development, and legislative and regulatory initiatives that embrace best practices in information management and the related professions.
Vladimir Videnovic (President IIM) said “the Memorandum of Understanding will promote cooperation, collaboration, and open communication between RMAA and IIM. It builds on the existing purpose, strengths and activities of each organisation, outlines areas for potential synergy, and establishes ways of working together while retaining their unique identities and benefits to their members.”
Kate Walker (CEO RMAA) said “the organisations believe that by pooling their energies and resources, as appropriate, and through the facilitation of an exchange of information, innovation and ideas, that they can better serve their members and the overall interests of the respective organisations”.
For a number of years, IIM and the RMAA have worked together in promoting the importance of maintaining corporate records and implementing an information management strategy. By executing this memorandum it provides the foundation upon which the benefits and importance of information management can be promoted more effectively to the business and public sectors.
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Presentations Now Available @ iim.org.au
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Presentation: Virtualisation: The Impact Of Technology On Information
Presentation to IIM WA Branch
Presenter: Dr Kevin McIsaac, Intelligent Business Research Services (IBRS)
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Image & Data Manager Highlights 
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IDM November-December 2008 edition
Investec banks on virtualisation
The decision to make the shift to VMware made sense as Investec was seeing to implement an entirely new core banking system at the same time as a major data warehousing upgrade.
A look behind the SaaS hype
Software as a Service (SaaS) applications are becoming increasingly popular as web-based alternatives to traditional in-house implemented software models. Andrew Warland reflects on the evolution of this exciting category, and explores the skepticism of some major software players.
Document Management
How a major rollout of the Objective 7.2 Enterprise Content Management (ECM) solution has been successfully implemented by FKP, a leading property company with operations across Australia.
The Electronic Courtroom
Allison Stanfield, co-founder and owner of <e.law> Australia, explains that the era of the electronic courtroom has well and truly arrived. With the Federal Court of Australia soon to release a practice note mandating electronic discovery, lawyers and organisations that do not take the time to understand e-discovery, will be struggling to meet court requirements.
Instant Messaging
Email started out as a mixed bag of proprietary platforms with little enterprise control over its use. Instant Messaging (IM) has travelled the same path. Learn why XMPP is the obvious choice to bring a standards-based approach to IM in the enterprise, from David Banes, Managing Director/CEO of Cleartext and chairman the XMPP (Extensible Messaging and Presence Protocol) Standards Foundation.
Imaging & Workflow
A massive project at Comcare to backscan all correspondence to 2004 passed a major milestone when the millionth document as scanned. Bill Dawes looks at an imaging and document workflow solution developed at the federal government agency that administers the Commonwealth's workers' compensation scheme and the Occupational Health and Safety Act.
Imaging Services Bureau Guide
An Australian/NZ directory of scanning service providers.
Enterprise 2.0
While not everyone understands yet why Enterprise RSS is important, there is a growing acknowledgement from many commentators that it will play an important role in the evolution of Web-oriented intranets and Enterprise 2.0.
Social Computing 1.0
Listen. Engage. Influence. Businesses must follow these three essential steps to achieve a positive experience with social media. Ian Farmer, who heads up the Social Media monitoring service at digital agency Bullseye, explains what should organisations be doing to make sure they effectively interpret and engage with this new channel.
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Information Management News
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| Industry Warned To Brace For Slowdown
Australia's information technology industry has been told to expect a sharp slowdown in computer and communications spending as a result of the Wall St meltdown. Link to article
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IIM Endorsed Conferences
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IIM Member Discounts apply to all conferences listed below.
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Organiser
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Event Details
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Conference Link
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Strategically Managing Intranet Developments
Advancing your intranet through innovation, collaborative planning and communication
Date: 2 - 4 March 2009
Venue: Rydges World Square, Sydney
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KM Experienced Practicioner
KM for the Experienced Practicioner Collaboration, interaction and knowledge sharing.
Date: 9 - 11 February 2009
Venue: Novotel Melbourne on Collins
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Adopting Robust Straegies For Digital Preservation
Harnessing measures to ensure longevity of electronic resources within the public sector. Speakers include Linda Shave IIM NSW Committee Member and Jason Kaminsski, Opticon & IIM Member
Date: 6 - 8 April 2009
Venue: Rydges World Square, Sydney
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