Downloads & Appendices

Managing Our Information Assets

State Records Commission (SRC) standards and ISO 15489:2016 Records Management continue to guide best practice recordkeeping supported by ISO 16175:2011 Principles and Functional Requirements for Records in Electronic Office Environments.

This year the records management application has been upgraded to the latest version and configuration and infrastructure are also undergoing review flowing from a System Health Check. In addition, we upgraded to the IDOL content indexing infrastructure and reindexing for search purposes, our processes were re-certified to ISO 9001:2015 and our bulk scanning and document processing application was upgraded to the latest version.

Our Service Delivery

Our information assets include 32,000 boxed records offsite, 1,800 boxed records onsite, 470,000 hardcopy and 78,000 electronic files onsite containing 17.9 million electronic documents. Revisions are held in a 26 terabyte TRIM database with 2,401 licenses users. Library information assets include 23 research databases, 17,000 hardcopy books, 23,000 electronic books, 24 hardcopy and 18 electronic business publications held in a 7.8 terabyte DbText Library database. During the year we saw continued growth in items registered coming in at 1.53 million, compared to 1.36 million last year and 1.32 in 2018-19.

Our services are delivered over a complex state-wide technology network consisting of 3 data centres with 1,300 servers (1,200 virtual), 3,500 end user devices delivering 350 applications accessing 608 terabytes of data, wireless connectivity and a voice over IP network including Skype for Business. We have begun the process of migrating applications and services to cloud technologies and this will continue over the coming years and are continuing to invest in Cyber Security capability.

During the year the TRIM web client has been upgraded and now provides full functionality for staff working from home or out in the field. A modern workplace assessment has also commenced to analyse Microsoft 365 capabilities to rank the maturity of the organisation governance processes, people and technology. This will include defining collaboration standards, implementation of Microsoft Teams, information classification, integrated search and a training program for business education.

Our system of capture provides bulk scanning and document processing using machine learning to automate the capture and storage of information. This year 47,249 items have been processed with a substantial reduction in hardcopy scanning as show here.

* reduced hardcopy scans

The following projects and initiatives were completed during the year:

• Upgraded the records management application from TRIM RM 8.3 to CM 9.4.4
• Upgraded the bulk scanning application Kofax TA7
• Migrated learning courses to the corporate Learning Hub
• Reviewed the Hardcopy Disaster Recovery Plan and identified Vital Records.
• Conducted a Northam Archiving Project to process hardcopy regional records to offsite storage
• Conducted Stage 1 of a Bunbury Archiving Project to process hardcopy regional records to offsite storage.
• Provided advice on Naming and Version Control Standards to support the Asset and Geospatial Data Management Plan.
• Reviewed Information Classification requirements in line with Government Policy
• 110 historic photographic albums of regional based roadworks and staff scanned offsite.
• 200 historic photographic albums of state-wide road works and staff scanned offsite
• 10,000 historical negatives were scanned offsite to produce digital photographs
• Contract Record keeping reviews are now conducted based on a standard checklist by a records practitioner prior to sign off and this year six (6) reviews have been completed.
• This year 6,013 TRIM Support enquiries were received through multiple communication channels with all resolved within 24 hours.
• Day boxed scanned hardcopy continues to be legally destroyed in accordance with the General Disposal Authority for Source Records.
• Documents and other items stored to TRIM indicate continued steady growth and audit logs indicate that over 80% of employees consistently use TRIM.

Our Training

We support good record keeping practices through our training programs providing a suite of training courses, materials and delivery methods that include online and localised inductions, hands on workshops and a number of short courses. Regular publication of updates to records policies, procedures, quick reference guides, FAQs, news items, available services and contacts have been provided to users through our intranet site.

The training program was suspended during 2020 following an internal review to focus on preparing training material for the TRIM CM Roll Out and development of our specific Online Records Awareness and TRIM system training courses. This included development of training material for staff working from home, use of the TRIM Web Client during COVID 19 restriction periods and impact on training delivery with implementation of O365. Reduced delivery of short courses was offset through publication of previously recorded training sessions made accessible to staff from the intranet over VPN. Training has now restarted and will pick up as we progress into the next year.