The document outlines the Department of Education in Tasmania's implementation of a digital preservation strategy. It discusses the departmental context, business drivers, and goals of managing born-digital content, digitizing analog records, and establishing a digital archive. A key part of the strategy involved developing new policies, procedures, and change management practices to gain stakeholder buy-in for the new information management approach. The case study emphasizes that ongoing support and reinforcement was critical to successfully driving cultural change across the large department.

1. Public Sector Digital Preservation
Implementing a Digital Preservation Strategy
A Case Study
Allegra Huxtable
Manager Information Support Services
Department of Education
Tasmania
Department of Education

2. Overview
• Departmental Context
• Business Drivers
• Goals and Priorities
• Digital Preservation Strategy
• Information Management Strategy
• Change Management Model
Department of Education

3. Department Of Education
One of the largest departments in
Tasmanian State Government - 8,000
employees
•Community Knowledge Network
•Skills Tasmania
•Learning Services
•Corporate Services
Department of Education

4. Government Context
Whole of Government Initiatives:
• IT Strategy
• Information Security and Classification
Guidelines
• Project Management
Department of Education

5. Information Management Context
• Implemented document management
system
• Formed central records and document
management business unit
• Completed disposal schedule
• Undertaking digitisation projects
Department of Education

6. Digital Preservation Strategy
Origins/ Business Drivers
• Process simplification
• Compliance
• Info glut
Department of Education

7. Digital Preservation Strategy
Origins/ Business Drivers
• manage document retention from the
source that is to be able to classify, both
records retention and business significance,
sentence and destroy from the source
• manage data across the organisation
regardless of its location
Department of Education

8. Data Sources DoE
• RDMS
• Email
• Network drives
• Web content
• Business systems
• Data warehouse
Department of Education

9. Project Plan
• Initial Research
• Enterprise Information Management Plan
includes digital preservation strategy (tie
into WoG IT Strategy)
• Environmental scan of other states and
jurisdictions
• Identify best practices, and tools
Department of Education

10. Project Plan
• Identify application and infrastructure
requirements
• Tie to applications and infrastructure plans
• Introduce data custodian roles in Business
Units
Department of Education

11. Information Management Strategy
Elements
• Vision
• Strategy
• Governance and organisation
• Process
• Information infrastructure
• metrics
Department of Education

12. Information Management Strategy
Elements
• Vision: valuing information as a shared
resource
• Strategy: identifying how it is currently
managed
• Governance: defining roles and
responsibilities for managing information
Department of Education

13. Information Management Strategy
Elements
• Organisation: identify information centric roles
• Process: what practices exist across the
lifecycle?
• Information Infrastructure: how well do the
technologies support current and future needs
• metrics
Department of Education

14. Building the framework
• Digital Preservation strategy or digital
management plan
Department of Education

15. Digital Management Plan
• 1 manage the born digital
• 2 convert to digital
• 3 Access management digital glut
information e.g. email, network drives
• 4 Digital Archive
Department of Education

16. Critical Building Blocks
• Change management and business
process change
• Developing new Procedures and
business practices
• Policy framework
• Information Asset Register
Department of Education

17. Setting Goals and Priorities
• 1 Born digital
• 2 convert to digital
• Research for establishing 4 digital archive
Department of Education

18. Migration schedule 2011
• Born digital focused on the area of School
records, particularly assessment data
• corporate network drives - especially
where business unit had been using the
EDRMS – RIMS so it was all legacy data
Department of Education

19. Obtaining Stakeholder buy-in
• Key player support ITS, business units
• Change Management plan
Department of Education

20. Change Management Model
• Communications
• Training
• Support and coaching
• Resistance management
• Sponsorship, management support
Department of Education

21. Change Management
• Communications
– keep it simple
– Often
– Address negatives to manage resistance
– Information sessions/demonstrations for
senior management, whole divisions, specific
groups e.g. all exec officers, work groups,
business units
Department of Education

22. Change Management
• Training
– Flexible, just in time
– Pitched at the business unit level
• Support and Coaching
– Retraining when needed
– Help desk support
– Coaching and advanced training for key staff
Department of Education

23. Change Management
• Resistance Management
– Problem solving and communication at each
step
• Management Support/ Sponsorship
– Leaders need to demonstrate a personal
commitment to change
Department of Education

24. Critical success factors
• Management support
• Business ownership at the business unit level
• Enterprise electronic documents and records
management
• Centralised electronic and records
management
• Management of paper records through the
entire lifecycle
Department of Education

25. Accountability Mechanisms
• Departmental Governance Structure
• Information Security Committee
Department of Education

26. Last word
• Change is hard
• Continual reinforcement is crucial
• Reinforcement and continual support of the
change is often necessary- when this is
driven by the business is when you know
you have succeeded
Department of Education

27. Questions
&
References
• Tasmanian Government Project Management
Guidelines www.egovernment.tas.gov.au
Department of Education