INSTITUTE FOR INFORMATION MANAGEMENT - Newsletters & Blogs

Hidden Seams: Auditing Knowledge, Information & Communication

26/11/2021

https://www.youtube.com/watch?v=ntFHRYy22Yw
The disciplines of knowledge management, information management and corporate communications have all developed tools to assess organisations, often known as “audits”. While these techniques have developed separately, and have had different histories and drivers, they often overlap in the behaviors they target and techniques they use. This session investigates:
- How the the traditions of communication, information and knowledge audits developed
- Similarities and differences between them
- What practitioners from these different disciples can learn from each other

Patrick Lambe is a globally recognised knowledge management practitioner who was originally trained in Information and Library Science. He arrived in KM via a second career in training and development, and has been based in Singapore for three decades. Patrick is the author of Organising Knowledge: Taxonomies, Knowledge and Organisation Effectiveness (Oxford: Chandos 2007), and co-author with Nick Milton of The Knowledge Manager's Handbook 2nd ed. (London: Kogan Page 2019), which won CILIP UK's Knowledge and Information Management Award 2019 - Information Resources Print Category. Patrick is currently working on a major book on Knowledge Auditing and Knowledge Mapping.

Stephen Bounds is an Information and Knowledge Management Specialist with a wide range of experience across the government and private sectors. He is Executive, Information Management at Cordelta, a professional services firm based in Canberra, Australia. With over 20 years of experience in delivering Information Management, Knowledge Management and Information Technology solutions, Stephen has a sophisticated understanding of technology tools and platforms, including how to avoid common pitfalls and maximise organisational benefits. He is an active participant on global KM community lists, and a passionate advocate for evidence-based and reason-based practice.

Gaynor Deal has over forty years’ experience in Business Administration in the private and public sectors. As a founding partner of IRIS Consulting Group Pty Ltd in 2003, Gaynor has conducted audits and reviews of information and records management in public and private sector organisations, developed strategic and operational plans, policies, and procedures, developed, and implemented activity-based classification schemes (thesauri) and retention and disposal schedules. Dr Marilyn Mitchell is Discipline Leader for Communication at Bond University where she lectures in Organisational Communication and Mass Media. Prior to entering academia, she worked for IBM USA as an information developer, systems engineer in marketing, and headquarters staff member. She studied communication auditing in the US and now teaches it to postgraduate students.

IIM August 2021 Post Articles

30/8/2021

President's Message
Welcome to the spring edition of your IIM newsletter, which observes the future of the world of digital information. Caused by the current global pandemic, the world is facing an increased focus on digital delivery of services. Many of these services have been transformed in a rushed manner, causing a range of challenges, including the information security implications.
As we go forward, organisations and consumers will need to be mindful of many changes in the way we perform and consume services and potential pitfalls and consequences of ignorance. For example, understanding the implications of using the latest advances of digital technology, including Internet of Things devices, Blockchain-based transactions, software bots responding to questions, mobile devices listening to our conversations and Artificial Intelligence algorithms making decisions, will protect us and prepare us against a real potential of opening a plethora of Pandora's boxes and release a range of dystopian threats - from mass surveillance to unaccountable exercise of power by governments and organisations.

In this newsletter we explore some of the digital challenges and possible ways to keep dystopian monsters at bay.

Yours sincerely
Vladimir Videnovic
IIM National President

Technology Frameworks With Implications For AI
Artificial Intelligence is one of the most profound innovations of our time. According to Kate Crawford, Australian Manhattan based expert, we’re sleepwalking our way through its inherent risks. (Source SMH August 21 2021).

EU Regulatory framework proposal on Artificial Intelligence
In April 2021 the European Union released the legal framework covering AI which addresses the risks of AI and positions Europe to play a leading role globally. The regulatory proposal aims to provide AI developers, deployers and users with clear requirements and obligations regarding specific uses of AI.
EU Regulatory framework proposal on Artificial Intelligence.

Human Rights and Technology Final Report.
This Report sets out a roadmap for responsible innovation—taking advantage of the promise of new technology, while upholding our human rights. The Report’s recommendations will help ensure that new technologies are developed and used in ways that are inclusive, accountable, and with robust human rights safeguards.

In his foreword to the report, Edward Santow acknowledges that AI is an enabling advances in areas such as healthcare and service delivery. But he also issues a warning: "The use of AI can .... open the door to a range of dystopian threats - from mass surveillance to unaccountable exercise of power by governments and organisations."
Human Rights and Technology Final Report.

Government Trends 2021
Global transformative trends in the public sector

2021 Government Trends What are the most transformational trends in the public sector today?
The year 2020 was tumultuous, and government stood front and center in not only confronting the biggest public health challenge in a century, but also dealing with major economic and social disruptions. New programs were rolled out seemingly overnight, and at a massive scale.

The Deloitte Center for Government Insights’ Government Trends 2021 captures nine of the most transformative trends in government today. The report distills years of research on government operations, coupled with on-the-ground coverage of what is happening in the trenches right now.

The nine trends include:
Accelerated digital government; Seamless service delivery: Personalized, frictionless, and anticipatory; Location liberation: Adaptive workplaces in government; Fluid data dynamics: Generating greater public value from data; Government as a cognitive system: Using hindsight, real-time data, and foresight to drive policy and decision-making; Government’s broader role in cyber: How governments are adjusting to help secure cyber ecosystems.

Australian Security Manuals

Australian Government Information Security Manual
The purpose of the Australian Government Information Security Manual (ISM) is to outline a cyber security framework that organisations can apply, using their risk management framework, to protect their systems and information from cyber threats.

Download Manual

UQ’s Cyber Security Strategy 2021 - 2023
UQ’s Cyber Security Strategy directly supports the Enterprise IT Strategy and UQ’s strategic plan, and defines UQ’s approach to managing cyber security over the next three years (2021 – 2023). This strategy was developed to align with the Australian Cyber Security Strategy and UQ’s cyber security risk appetite statement, which is defined according to UQ’s Enterprise Risk Management Framework.

Download Manual

Image & Data Manager Magazine

27/8/2021

August - September 2021 Highlights

What Happens when you get rid of all your records managers?
The audit found that the Council was not only in breach of its compliance expectations, but that the outcome for staff was also detrimental.
Governance was simply devolved to each business unit. Employees were made responsible for managing records compliantly, but now without a records team (or records system) to support them.
NAA Checkup Plus survey provides eGovernment reality check
Despite more than 10 years of concerted effort to encourage a digital transformation of Australia’s federal government agencies, only two thirds “always or almost always” work digitally by default i.e. create, store and manage information digitally. This is one of a number of issues of concern contained in the latest Checkup Plus survey by the National Archives of Australia, which shows government paper archives continue to grow.
What Is Process Process Mining Mining (and Why Isn’t It Isn’t It Enough)?
Businesses live by their processes—the prescribed sets of actions their employees take to get things done. When processes run well, the business runs well. When processes run poorly, the business risks a host of hazards, from loss of revenue to customer dissatisfaction to compliance violations. Most businesses have a general idea of how their processes should run, but lack insight into the day-to-day details of execution. Without this insight, how can they make improvements that yield real results?

IIM Newsletter - Olympic Edition

30/7/2021

President's Message
Dear fellow information achievers
Welcome to the Olympic edition of your newsletter.
I am sure that most of you are like me, proud of the fantastic success the Team Australia achieved in Tokyo in the last few weeks.
For a data analyst perspective on the Aussie Team Tokyo achievements, visit <AUS Team success stats>
If you, like me, are interested in the detailed information, you can find it at <Tokyo 2020 Australian Olympic Team in Numbers>
Training. Exhaustive planning. Hard work. Focus. Goals. Pressure. Unmovable deadlines. Peak performance. High expectations. Desire to excel. Hope to accomplish the target result. Aspiration not to disappoint. No second chances. Fear of failure. Only winners are remembered.
Sounds familiar?
But what happened with Coubertin’s motto "It is not important to win but to take part, just as the most important thing in life is not the triumph but the struggle”?
We all had our peak moments. My medal is not Olympic. I am pretty sure that it is not made of gold. But it is precious to me. It is a small token of recognition for my humble achievement.
I think of nurses, fighting health challenges and saving lives every day. I think of firefighters, risking their lives to protect us from disasters. I think of soldiers ensuring we live in peace. I think of our colleagues information professionals working tirelessly to analyse data and trace COVID contacts to stop this outbreak and get us out of the lockdown nightmares.
So many of you deserve a medal. Perhaps not on the podium, most likely not made of gold, but a simple and humble form of recognition for your amazing and selfless efforts.
One of those humble achievements in most recent challenging times was the delivery of the Information Awareness Month (IAM) earlier this year, surrounded with very frustrating and challenging circumstances. Recently, a brochure that summarises this event was published. It contains views, questions, thoughts, dialogues and recommendations from hundreds of information professionals, focused on a range of information management related hot topics and challenges. You can access it at <IAM 2021 Summary>.
I would like to thank all the organisers, facilitators, participants and other contributors to this great activity. I also congratulate to all of you, information professionals and knowledge workers, quiet achievers offering your contributions in making Australia a better place by improving the way we appreciate, understand and handle one of the key resources needed for our brighter tomorrow.
“Citius, Altius, Fortius - Communiter” (“Faster, Higher, Stronger - Together”).
Yours sincerely
Vladimir Videnovic
Proud Australian

Vladimir Videnovic
IIM President

Information Governance White Paper - Part 2
Author: Vladimir Videnovic, IIM President
The volume, velocity and variety of information that most organisations today need to acquire, register, store, manage and protect often exceeds their ability to address information governance challenges.
According to the AIIM Industry Watch[1], up to 79% of organisations realise that they must transform into true digital businesses in order to survive: “as the currency that fuels and funds the journey, information is an organisation’s most valuable asset”.
Information Governance is a vital foundation for a modern digital workplace that defines how information assets of an organisation are created, managed and used, in order to derive business value in modern ways.
[1] AIIM Industry Watch: “Best Practices for Automating Information Governance”, 2019

IAM 2021 Summary
Information Awareness Month (IAM) is the opportunity for industry bodies and industry practitioners to work together to celebrate the profession of managing information.

The theme for 2021 was “Building Trust – Adaptability and Capabilities”.

This booklet provides collaborative group members a summation of the discussions that occurred at each of the round tables with ideas to follow up in the ensuing years.

Nurturing A Contemporary Project Teams
Author: David Williams, IIM Member

We often use project management practices to uplift the capabilities of an organisation to manage its information management practices. How we manage IM projects is evolving and the Australian Institute of Project Management regularly publishes articles on where the practice is going. One of our IIM members, David Williams, has an article published in the winter edition of Paradigm Shift on how to nurture project teams.

Are We Really Setting Things Up For Our Successors?
A brief review of recent changers in our industry.
By Rainer Krause, Managing Director, ELO Digital Office Australia/New Zealand

Things have changed way before Covid and if there is anything positive coming out of our current situation and forced re-thinking whether or not we like it.

We have looked at the trends over the years and in no particular order, we noticed some shifts in thinking:

Responsibility shifts in Cyber Security
The rise in multi-purposes systems
Is Artificial Intelligence / Auto-classification helping us?
The death of legacy systems may be exaggerated but ....
Cloud vs On-prem , or better large versus small

NAA report provides eGovernment reality check
Despite more than 10 years of concerted effort to encourage a digital transformation of Australia’s federal government agencies, only two thirds “always or almost always” work digitally by default i.e. create, store and manage information digitally. This is one of a number of issues of concern contained in the latest Checkup Plus survey by the National Archives of Australia, which shows government paper archives continue to grow.

IDM Survey

13/7/2021

COVID-19 has been a massive catalyst for digital transformation, but companies need to do more than implement short-term solutions that enable remote work. Businesses with an eye to fully automated workflows will enjoy benefits that far outlast the pandemic by achieving digital transformation in a comprehensive, productive way – integrating scanners, capture, data management, and enterprise automation software.

To analyse the ever-evolving use of smart technology solutions for document processing, IDM is undertaking a survey in partnership with Australia's Institute for Information Management (IIM) and industry sponsor Kodak alaris. Take a few short minutes to complete the survey to contribute your insights and expertise and go in the draw to Win a Kodak S2060w Scanner from Kodak Alaris (RRP $A2,156). All survey results will be anonymised before a report is delivered on the findings.

Take Survey NOW

IIM Newsletter - Information Governance & IAM 2021 Overview

22/6/2021

Vladimir Videnovic
IIM President

President's Message
Dear fellow IIM members and affiliates
As we farewell another month of celebrating everything "Information", your IIM is continuing to provide you with insights and articles related to the digital transformation.
In this newsletter, we provide you with a brief overview of the Information Awareness Month (IAM) 2021 and introduce a series of articles on Information Governance modelling for a modern digital workplace in the information age.
We welcome your thoughts and experiences from your digital transformation. In addition, we invite you to provide your feedback on IAM 2021, as well as ideas and suggestions for the IAM 2022.
We look forward to hearing from you. Enjoy the read and stay virus-free.
Sincerely
Vladimir Videnovic

Information Governance White Paper - Part 1
The volume, velocity and variety of information that most organisations today need to acquire, register, store, manage and protect often exceeds their ability to address information governance challenges.
According to the AIIM Industry Watch[1], up to 79% of organisations realise that they must transform into true digital businesses in order to survive: “as the currency that fuels and funds the journey, information is an organisation’s most valuable asset”.
Information Governance is a vital foundation for a modern digital workplace that defines how information assets of an organisation are created, managed and used, in order to derive business value in modern ways.
[1] AIIM Industry Watch: “Best Practices for Automating Information Governance”, 2019

Rethinking Information Governance
Every digital interaction between businesses and their customers leaves an auditable trail of data. Sometimes, data is highly sensitive and needs security, privacy and discovery controls in place. Other times, data has no value and is simply taking up space. Telling the difference between these types of data and knowing where it all lives is one of the biggest challenges organizations face today.
The truth is an overwhelming amount of data is ungoverned making it difficult to know what is of value and what is not. Not only does this mean that sensitive data could be compromised, but also that potentially useful data remains underutilized. Having a robust information governance plan is the solution to these problems.
Onna is a company that provides solutions to one of the monumental data challenges of our time: how to make everybody's proprietary information accessible, useful, and private. In this blog they provide a point of view on the importance of Information Governance and provide an eBook “Rethinking Information Governance”

Establishing an Information Governance Framework
Understanding, assessing and documenting your organisation's legal, regulatory and business requirements are essential steps in formalising and maintaining your information governance framework. In this article, the National Archives of Australia explains how can a successfully implemented information governance framework provide a holistic overview of the influences that inform how an organisation creates and manages its information assets.

IAM 2021 Wrap-up

As part of IAM 2021 IIM hosted a panel discussion on the Importance of Information Management for a Successful Digital Transformation. Panelists of the webinar hosted by Talend were:

David Fricker, Director-General, National Archives of Australia
Thomas Ryan, First Assistant Commissioner, Australian Electoral Commission
Dr Rohan Baxter, Director Analytics, Australian Taxation Office
Mark Fazackerley, Regional Vice President ANZ, Talend

The panelists agreed the guiding principles for a successful transformation are:

Clear purpose and priorities
Committed leadership and effective coordination
Focus on collaboration and people over processes and technology
Service-oriented: customer provided information collected once, used many times
Single digital identity balanced with privacy requirements and cybersecurity
End-to-end design and implementation to ensure best user experience and efficiency
Use “born digital” Data, avoid manual steps and pseudo-paper processes
The 7 Lenses of Transformation - consistent framework by UK government
Embrace innovation and readiness for change
Attain sponsorship from the top and champions at all levels

As part of the membership, IIM members were provided access to a recording of the webinar.

IIM Newsletter - Digital Workplace

5/5/2021

Vladimir Videnovic
IIM National President

Dear Information Professionals

Happy Information Management Month!

Earlier this week, the IAM 2021 was formally opened by the traditional launch at the National Archives of Australia. The theme this year is “Building Trust – Adaptability and Capabilities” is aligned with the “Building Trust in the Public Record” policy launched by Mr David Fricker, Director-General of the National Archives of Australia. In my humble opinion, this is one of the finest information management policies constructed by this institution. In David Fricker’s opening speech, he described this policy as elegant, beautiful and simple. In his words, For the National Archives, Trust is at the centre of what they do and the reason they exist, quoting Marcus Aurelius
“Trust is built slowly but destroyed quickly. Trust can make complex things possible.
The absence of trust can make simple things impossible.
Trust powers relationships, businesses, nations. Trust is as precious as it is fragile.”

The key message of this policy is summarised in the following statement:
Government agencies will

manage information assets strategically with appropriate governance and reporting to meet current and future needs of government and community
implement fit-for-purpose information management processes, practices and systems that meet identified needs for information asset creation, use and re-use
reduce areas of information management inefficiency and risk to ensure public resources are managed effectively.

For more details about the “Building Trust in the Public Record” policy keep reading this issue of the IIM newsletter.

In the spirit of the Information Awareness, we prepared several reading pieces for you, focused on the information governance and digital workplace.

So, with the IAM 2021 on its way, visit the IAM website for the list of exciting events and initiatives prepared for you at: https://informationawarenessmonth.org/iam-2021-events/

Enjoy IAM 2021!

Yours sincerely
Vladimir Videnovic
National President
Institute for Information Management

IAM Organisation Representatives
L-R Dr Chris Colwell InfoGovANZ , Jason Macguire NAA, Vladimir Videnovic IIM,
Anne Cornish RIMPA, Trish Hepworth ALIA, Nicola Laurent ASA and David Fricker NAA

Digital Workplace
Author: Vladimir Videnovic, IIM National President

“Digital should be seen less as a thing and more a way of doing things” McKinsey & Company.
According to the Association for Intelligent Information (AIIM Industry Watch1, up to 79% of organisations realise that they must transform into true digital businesses in order to survive: “as the currency that fuels and funds the journey, information is an organisation’s most valuable asset”.
A truly digital business uses technology and advanced approaches to create and supply the Right Information to support the creation of new value in business models, enhancement of customer experiences, and optimisation of organisational capabilities to support core operations in a more efficient and effective way.
The information environment in a digitally mature organisation empowers business users with the appropriate skills, tools, governance structures and techniques. This allows users to confidently access and analyse trusted Information (from appropriate sources, in accordance with their role and access rights) via a variety of interfaces, regardless of location, organisational unit or technical skills.

National Archives of Australia: “The Building Trust in the Public Record”

The Building trust in the public record: managing information and data for government and community policy identifies key requirements for managing Australian Government information assets. It helps organisations improve how they create, collect, manage and use information assets.

“The digital workplace: Think, share, do”

The digital workplace gives employees the tools they need to improve their communication, collaboration and connections with each other.
Implemented effectively, it allows organisations to mitigate common risks, adhere to their regulatory compliance mandates and ultimately realise enhanced business value. In this paper, the digital workplace is described as the natural evolution of the workplace. It encompasses all the technologies people use to get work done in today’s workplace – both the ones in operation and the ones yet to be implemented, ranging from HR applications and core business applications to e-mail, instant messaging and enterprise social media tools and virtual meeting tools.

“Understanding the Digital Workplace”

In quest to manage progress of emerging digital technologies, many organisations in business and government have implemented a digital workplace strategy. By intelligently combining the technologies that many businesses already use, the digital workplace has broken down the communication barriers and is transforming employee experience to one promoting efficiency, growth and innovation.

Seeking experienced Information Manager

30/4/2021

The Victorian Electoral Commission has an opportunity for an experienced Information Manager to lead a small team responsible for the delivery of information and records management policies and processes, ensuring compliance with relevant legislation and that all VEC staff are aware of their responsibilities. The team also supports the organisation in information management, records management, and intranet and EDRMS adoption and use.

The role is full time, ongoing, VPSG5.2 that reports to Carolyn Hartman (LinkedIn), Program Manager Information and Knowledge Management. The role is located in CBD Melbourne, but the VEC is working through a hybrid working situation.

This is a hands-on and varied role and we are seeking a strong people leader to influence and lead the way in ensuring the VEC is applying best practice information management principles in all of our work.

The role is advertised through Victorian Government careers Information Manager | Melbourne - CBD | Vacancies - Careers.vic.gov.au. Applications close 11th May 2021.

All inquiries can be directed to Carolyn Hartman at carolyn.hartman@vec.vic.gov.au.

ELO Australia launches the all-new ECM Suite

28/4/2021

ELO ECM Suite: At the Heart of Your Business

ELO Australia officially launches the all-new ELO ECM Suite. The new, faster and more comprehensive ELO version is scalable, allowing small, medium and large organisations to benefits from the global digitalisation trend.
Being Fully GDPR compliant, the software offers best-practice modules such as:

Contract Management
Accounts Payable Management
HR Personnel File
eSignature integrations
Knowledge Management

Join us on Thursday, May the 6th at 1:00pm till 2:00pm AEST
Register HERE

The built-in workflow engine and analytics dashboard allow users, companies and Government entities to streamline their process like never before.
Learn more HERE

2021 WLA Women in Information & Management scholarship

26/4/2021

For more than 16 years, Women & Leadership Australia (WLA) has been supporting female leaders across all sectors and industries.
Through our Industry Partnership Framework, we work with associations and professional bodies in creating greater awareness and action around gender equity.
Through their support, associations across the country are helping to create meaningful opportunities for their female leaders.

Development scholarships of up to $5,000 per person available
To help encourage more women to step into leadership roles across the Information & Management sectors, WLA is offering scholarships for three leadership development programs. The present round of funding is available to women across all states and territories, and must be allocated by the end of June 2021.

Expressions of Interest are being sourced until Friday 18th June (unless allocated prior) via this link: https://www.wla.edu.au/funding.html