Managing Our Information Assets

Our current Recordkeeping Plan, valid till August 2021, provides overarching guidance concerning our recordkeeping systems, policies, practices, processes and disposal arrangements, in line with the changing needs of our workforce and how we do business. Our best practice recordkeeping processes meet the legislative requirements of the State Records Act 2000.

We have adopted the Australian Standard AS ISO 15489 – Records Management for best practice recordkeeping and we actively use the State Records Commission standards and principles. In addition, system upgrade considerations are underpinned by ISO 16175 - Principles and Functional Requirements for Records in Electronic Office Environments. This International Standard has been useful when considering needs for our records system TRIM (RM8.3), our bulk scanning and document processing system KOFAX (TA7) and the development and integration of all corporate business applications. Additionally, record management processes have been externally audited and certified to ISO 9001:2015 Quality Management till June 2019 as a component of the Main Roads’ Integrated Management System.

Our Response to Future Trends

System suitability and dependability is important to the success of the business when addressing future directions. Changing technologies can create disruption in the workplace and require transformation of business processes. This includes record creation, capture, movement, storage, disposal and system integrations. To assist, a new Information and Communications Technology (ITC) Strategic Framework has been developed with specific actions and deliverables. This is guided by a suite of drivers including the State Government’s ICT Digital WA Strategy, Keeping WA Moving and technological advancements towards automated vehicles, improved Intelligent Transport Systems and big data. The ICT Program Management Office was established to coordinate, prioritise and manage all existing and future business projects with an ICT element.

This includes:

  • A business process which contains an ICT element
  • A new digital program or system, or an enhanced version of an existing system
  • An idea or technology that will enhance the functionality of a working environment
  • May be in the form of telecommunications, media, device or information software.

This year Follow-Me-Print, confidential secure printing from anywhere across Main Roads, Windows 10, Office 2016 and OneDrive for Business have been rolled out to the organisation together with an Office 365 pilot project. Wireless access is available to all our people across the state.

Our system of capture KOFAX (TA7) has been used for bulk scanning and document processing to semi-automate the capture and storage of information to TRIM for further processing. We have extended the use to all forms of incoming correspondence received. This year 35,310 items of incoming correspondence have been scanned and/or captured to TRIM through this system. Hardcopy correspondence that has been scanned is legally disposed of in accordance with the General Disposal Authority for Source Records.

Documents captured over recent financial years indicate steady ongoing use of the system and audit logs indicate that over 81 per cent of employees regularly use TRIM.

Graph showing documents registered for the preceeding 3 years

Our Additional Initiatives

Our additional initiatives to support best practice recordkeeping include:

  • Review of the Superintendent Contract Management Plan template used for submission to Main Roads by contracted companies has been updated. This includes the standard list of required contract records
  • Review of operational recordkeeping at project sites resulting in simplification of records capture through implementing bulk renaming software, use of TRIM User Labels, TRIM document queues and imports in TRIM together with a targeted matrix of training for project support officers
  • Mobile media such as CD’s, DVD’s, USB’s and hard disks were returned to business areas for content capture to our TRIM records system followed by legal disposal in accordance with SRC Standard 8: Digital Recordkeeping and SRO Guideline: Sanitizing of Digital Media and Devices
  • Records course training content for use with TRIM has been rewritten and online TRIM course content updated for delivery to users
  • The Traffic management approvals process for sign and line marking drawings is now conducted electronically using KOFAX (TA7)
  • Processes have been developed for managing and/or disposing donated and historical Artworks
  • 90 photo albums have been catalogued into the library system for linking with photos when scanned to TRIM
  • Wireless Bluetooth barcode tracking of hardcopy files implemented
  • Retention and disposal training provided to some of our regional and metropolitan locations
  • Training in the use of our storage providers portals undertaken to more efficiently process aged records for offsite storage
  • Three inspections were undertaken –– Mines Core Sample Library to discuss core sample storage and registration requirements, Goldfields Records Storage to determine suitability for offsite storage and Kimberley Security Shredding to determine suitability for legal disposal
  • Learning Management System (LMS) needs for online Records Awareness and TRIM training courses have been investigated together with application to our corporate LMS.

Our Training Program

Cultivating and consolidating employee knowledge of best practice recordkeeping is paramount in preserving our corporate memory. To achieve this we offer a range of training services and opportunities including:

  • Induction training for all new employees, contractors and consultants that addresses recordkeeping responsibilities and compliance with our Record Keeping Plan
  • Online recordkeeping awareness and TRIM courses to support the capture of records. Monitoring progress and completion commenced last financial year with escalation to management for remediation as needed. Since that time completion rates have improved – RAT (99 per cent), TRIM Essentials (99 per cent), TRIM Next Step (98 per cent)
  • Full day hands-on TRIM training, which is also offered on a classroom or one-on-one basis including support through remote online assistance
  • One hour intensive hands-on TRIM training is offered for delivery to business areas on request
  • One hour intensive short courses are regularly run using Skype for Business to deliver records system training direct to the desktop throughout our offices. This year the range of standard courses available has increased from 10 to 13
  • Regularly updated records policies, procedures, quick reference guides, FAQs, news items, availability and contacts on our intranet site.

Participation in the records training program on offer to the organisation is shown below:

Training 2016-17 2017-18
Lecture Based 289 158
Skype for Business 540 386
Total by Delivery Method 829 544
TRIM’n’Win Short Course 662 417
TRIM Full Day Training 66 66
TRIM Customised Training 86 49
One on One Training 15 12
Total by Training Type* 829 544
Online – Recordkeeping
199 292
Online – Trim System Training
– Essentials*
179 286
Online – Trim System Training
– Next Step*
167 273
Metropolitan and Regional
R&D Training*
4 9
Metropolitan and Regional
1 1
Curtin Practicum Placement* 0 1
RIMPA Records Convention* 6 1
Total Trained 1385 1407

* Figures used to obtain Total Trained

Our TRIM Support Team directly supports the records training program and use of TRIM by our customers. They dealt with 8,372 customer enquiries with 99 per cent of enquiries receiving same day resolution.

We continue to address the remaining process components on our TRIM Roadmap including:

Our Business Classification Scheme has been reviewed. Use and definition of terms has been simplified to enhance file titling and easier identification of search results.

A project to integrate SharePoint and TRIM to provide appropriate records management governance of project sites has also been raised with high priority through the ICT Project Management Office.

Work has commenced towards our next system upgrade from TRIM (RM8.3) to TRIM (CM 9.2) including reviewing functionality and future use of the TRIM web client by general users.

Infographic showing processes for TRIM

Records and Information Management Professionals is the peak body for records and information management in Australasia. It was an honor to receive an invitation to provide a joint presentation with the Department of Transport in Brisbane at the inForum 2017 Conference that was well attended.