Public Sector Records Management January 23-24, 2018 Ottawa, Ontario

Transcription

1 Public Sector Records Management January 23-24, 2018 Ottawa, Ontario Day One: Tuesday, January 23, :00 9:00 Registration and Continental Breakfast 9:00 9:05 Welcome and Opening Remarks from the Chair Marcia Douglas, Partner, Analytics and Information Management Practice, Deloitte 9:05 10:00 Bank of Canada Case Study: Developing an Information Management (IM) Roadmap Chantal Marcoux, Director, Knowledge and Information Services, Bank of Canada IM s role in the Bank of Canada s three-year Strategic Plan Developing an IM Roadmap as a foundation for managing information in digital age Policy framework development People/culture issues: change management best practices Overcoming challenges Record management practices: paper vs. electronic records Chantal Marcoux has over 17 years experience in the Information Management field, having held several senior management positions including Chief, Integrated Library Solutions, Food and Agriculture Canada;; Manager, Resource Discovery & Access, Library of Parliament;; and Director of Information Services at the Caisse de Dépôt et Placement du Québec. She has developed extensive experience in the strategic management of information, acquired from a wide range of fields, including economics & finance, science, law and politics. Chantal holds a Master of Science Degree in Information Sciences from the Université de Montréal and a Certificate in Project Management from the University of Laval. 10:00 10:45 Beneficial Design and Implementation of a Function-Based Classification Scheme for Public Records Scott Procter, President, Still Waters Consulting Classification scheme theory overview Beneficial FCS design methodology Key features of a beneficial FCS Deploying a Function-based Classification Scheme in shared drives, EDRMS applications and other repositories Scott Procter is an IM consultant, engineer, and former ARMA Chapter President, with over 26 years experience. His professional practice includes the determination of IMrelated business requirements, the design of IM policy frameworks and procedures,

2 classification schemes, retention schedules, compliance management solutions, as well as the planning, procurement and implementation of EDRMS products. 10:45 11:00 Networking Break 11:00 11:45 Renewing IM Services in the RCMP: Transforming the Way to Think about IM Jeff Ball, Director of Information Management, the Royal Canadian Mounted Police The value of TIME to clients and partners Developing simple, integrated IM services The "death" of compliance Digital push towards all IM services Jeff Ball has spent his entire 17 year career in Information Management, mainly at the RCMP, with the last 3 as the Director of IM. Most recently he has focused attention on the re-branding of IM at the RCMP and the design of an Enterprise IM Program that targets and values not only the information but the business as a whole 11:45 12:30 Sharepoint and Office 365 Roll-out at City of Brampton Janice Adshead, Deputy Clerk, Records and Information Services, City of Brampton Chris Rallo, Program Manager, IT, City of Brampton Preparing for the roll-out including: o Change management o Communication o Defining information architecture and understanding terminology Replacing SharePoint 2007 with SharePoint 2016 Successes, challenges and lessons learned Impact on management Janice Adshead is the Deputy Clerk, Records and Information Services at the City of Brampton. She holds a Master s Degree in Information Management from Dalhousie University. Janice has 20+ years experience defining and implementing information management programs and EDRMS systems across all levels of government, as well as in the private sector. Her approach focuses on change management, user experience and user adoption strategies. Chris Rallo is the Program Manager, Web Technologies at the City of Brampton. In his 15+ years of experience as an Information Technology professional, he has been responsible for numerous transformational implementations on the City s internal and external portals. He is a trusted advisor, who is targeted on driving efficiencies through effective solutions. 12:30 1:30 Luncheon Break 1:30 2:30

3 Modernizing Information Governance to Meet Challenges of Digital Age: Key Trends Marcia Douglas, Partner, Analytics and Information Management Practice, Deloitte Current Information Governance (IG) and records management approaches: key emerging trends that are shaping IG Implementing IG structures, policies, procedures, processes and controls to address emerging compliance challenges of e-records Integrating IG Controls with Risk Management, Compliance and Internal Audit Design and deployment strategies for IG programs: practical approaches to implementing IG Marcia Douglas is a Partner within the Analytics & Information Management practice at Deloitte. With 30 years of consulting experience in enterprise information management, including document and records management, web content management, portals, digital business and process analysis, analytics, metadata and data management, Marcia has assisted private and public sector clients define strategies, governance models and information architecture as well as deployed EIM solutions. Marcia is AIIM ERM and ECM Certified and is a CDIA. 2:30 3:15 Resetting Information Practice in the Age of Digital Transformation Peter Cowan, Former Senior Information Architect, Department of Justice;; Director Enterprise Information Management, Natural Resources Canada Resetting information practice in the age of digital transformation Bringing metadata management, recordkeeping & archival practice up to speed Transitioning practices from the analogue or paper world Achieving a fundamentally new way of practicing information and records management Peter Cowan worked for 25 years for the federal government, the last ten in executive positions in information management. He graduated with a BA in philosophy and most recently completed a Masters of information sciences from University of Toronto. He left government in 2014 and has since been working with departments to develop information strategies and implementation plans. 3:15 3:30 Networking Break 3:30 4:15 CASE STUDY: From Business By-Product to Business Asset: Optimizing Information Management at Marine Atlantic Ryan Kelly, Manager, Information Management, Marine Atlantic Challenges and opportunity for IM at Marine Atlantic IM s role as a business enabler Developing at Strategy to evolve and modernize IM Building the IM Roadmap Developing an integrated digital environment Ryan Kelly has over 10 years of experience in public sector information management. Prior to joining the federal Crown Corporation Marine Atlantic in 2016, Ryan held

4 numerous IM leadership positions within the Government of Newfoundland and Labrador, including the Department of Transportation and Works, the Department of Justice and The Office of the Chief Information Officer. His experience includes IM strategic planning, program governance, ECM development and deployment, legal discovery and access to information and privacy. Ryan is a Certified Information Privacy Professional(CIPP/C). 4:15 5:00 How Taxonomy and Metadata Add Value Irene Gelyk, Records and Information Management Consultant, 2plus2 Consulting How metadata can provide a highly efficient way to manage and locate, search and retrieve records and improve overall efficiency How to build a user interface that allows employees to find information How to manage the taxonomy and metadata over time Irene Gelyk is a master of organizing chaos and thinking outside the RIM box. Irene s specialty is streamlining the behemoth that electronic records and information management (RIM) and Information Governance (IG) has become. She is a thought leader in analyzing, organizing, simplifying and executing RIM programs;; has worked for such companies as Guy Carpenter Reinsurance, BlackBerry, Deloitte, PwC, Fasken Martineau, Canon, and as a consultant in the Ontario Public Sector including Hydro One, the Ministry of Agriculture, Ministry of Children and Youth, Ministry of Transportation, Ministry of Health, and Health Shared Services Ontario. 5:00 End of Day One Day Two: Wednesday, January 24, :00 9:00 Continental Breakfast 9:00 9:05 Opening Remarks from the Chair Liseanne Cadieux, Head, Knowledge and Information Management, Office of the Secretary to the Governor General 9:05 10:00 Transforming IM at Fisheries and Oceans Canada Paul Gaskin Director, Information Management, Fisheries and Oceans Canada Managing the demands of government transformational initiatives including the Open Government Directive, GCDocs implementation, and the Federal Science Library portal IM challenges and priorities at Fisheries and Oceans Canada Transition of IM from back office to front office Information Management Information technology (IMIT): from tool to the environment we work within

5 Paul Gaskin works in Ottawa for Fisheries and Oceans Canada, as Director of Information Management. He is responsible for its information management policies and strategies, management of its records and electronic information, and the operation of its science libraries. At Fisheries, he has held previous Director positions in Strategic Policy, Governance, Cabinet and Parliamentary Affairs, and Oceans Policy. Paul began his career with the Federal Government in 1998 as a participant in a management development program, and has worked at Transport Canada, the Privy Council Office and Global Affairs Canada. He has a MA in Political Science from the University of Ottawa, a MPA from the Institute of Social Studies of Erasmus University in the Netherlands, and BAs in International Development and English Literature from the University of Guelph 10:00 10:45 Bill 8 Access and Privacy issues: FOI and E-Records David Goodis, Assistant Commissioner, Policy and Corporate Services, Office of the Information & Privacy Commissioner of Ontario FIPPA and MFIPPA: Bill 8 - The Recordkeeping Amendments: requirements for institutions to ensure the preservation of records Challenges of record keeping and managing FOI legislation in age of e-records When is a record deemed not to be a record for the purposes of FIPPA/MFIPPPA Maintaining balance between goals of governmental transparency and accountability and the need to protect legitimate privacy interests David Goodis is Assistant Commissioner (Policy &; Corporate Services) with the Information and Privacy Commissioner of Ontario. David is a graduate of Western University s law school, and was called to the Ontario Bar in David has represented the IPC in hearings before the Divisional Court, the Ontario Court of Appeal, and the Supreme Court of Canada. He previously held the positions of Director of Legal Services and Senior Adjudicator with the IPC. He also worked with the Privacy Committee of New South Wales in Sydney, Australia. David recently co-authored the 2017 Annotated Ontario Freedom of Information and Protection of Privacy Acts, and teaches administrative law at the University of Toronto s Faculty of Law and Osgoode Hall Law School. 10:45 11:00 Networking Break 11:00 12:00 City of Toronto Case Study: Information Management Planning and Liaisons Robert Ambra, Senior Project Manager, Information Strategy and Implementation, City of Toronto Developing accountability for IM within 44 business divisions Building a policy and awareness foundation to support annual IM planning Strategic planning in developing a program focused on accountability, openness, business planning and trust & reliability Challenges and lessons learned in implementing and maintaining IM programs Robert Ambra is an Information Management professional at the City of Toronto. In his current role, he leads policy, strategy, and awareness initiatives to improve and mature Information Management and Open Government at the City of Toronto. He previously

6 worked in Records and Information Management in the Ontario Public Service and the Ontario Securities Commission. 12:00 1:00 Luncheon Break 1:00 2:00 Transforming for Digital Services in the Public Sector: What We Could Do to Manage Information so the Results Are Not Short-Term Changes but Transformations for the Future Sherin Emmanuel, Information Architect, Canada Revenue Agency Placing the focus on transforming IM: no more band-aid solutions Understanding the differences between Change Management and Business Transformation Open Government principles as foundation and not an afterthought Information Governance through a Records and Information Management (RIM) Maturity Model Sherin Emmanuel has extensive experience in both the public and private sectors from many countries and diverse domains. Currently she works at the Canada Revenue Agency (CRA) as the Information Architect and is passionate about simplification, automation and design for transforming information practices for the digital era. Sherin has completed several GCdocs pilot projects at CRA by moving away from information practices that were designed for the paper era and by introducing design and architecture better suited for digital consumption by technology. She has simplified, consolidated, and automated rules and processes in the information domain so they are designed for easier and consistent application in technology such as GCdocs. This has resulted in digital transformation that has been welcomed by senior management for the many benefits including reduced costs, increased efficiencies and compliance by default while transparent to the user. Prior to joining the CRA Sherin worked at the Library and Archives Canada (LAC) and Nortel Networks where she led many successful projects. In addition to a Diploma in Information Technology, a Certificate in Adult Education and a Bachelor of Science, she has been a project manager for over 20 years and holds a Project Management Professional (PMP) designation as well as a Masters in Information Studies (MIS) from the University of Ottawa. 2:00 3:00 Emerging Opportunities for Blockchain and Records Management Michel Legault, Senior Consultant, Deloitte How crypto-currencies and their underlying technology, Blockchain, are capturing worldwide attention and interest Why Blockchain solutions are for more than crypto-currencies: using Blockchain solutions to manage contracts and other records

7 Understanding how all transactions/data in a Blockchain are permanently stored can create issues with existing governance for records (i.e., retention and disposition) This session will provide an overview of Blockchain, how it is used for managing records, and what potential solutions exist for managing records outside of the Blockchain while still linking them to their transactions Michel Legault s goal is to work with business leaders to address their Enterprise Information Management challenges and opportunities. He is a technology consultant with expertise in information/records management strategy, governance and technology implementations. He has additional expertise with designing and implementing information architectures. He is a certified OpenText Content Server Business Consultant, AIIM Enterprise Records Management (ERM) Specialist, and Six Sigma Green Belt. 3:00 3:15 Networking Break 3:15 4:15 CHRC Case Study: Change Management when Implementing or Upgrading an EDRMS Mario Gauthier, Manager, Information Management, Canadian Human Rights Commission Change management best practices when implementing or upgrading an EDRMS Design, implementation and performance measurement of a new Information Architecture at the CHRC How CHRC implemented the new IA using change management techniques Performance measurement techniques to assess awareness, training and the IM program itself Mario Gauthier has been in the Information Management field since Mr. Gauthier began his Public Service career with the Department of Indian and Northern Affairs as an Information Management Officer. He was involved in the implementation of an Information Management Framework for the Indian Residential School project. At the Canadian Human Rights Commission, he is responsible for the management of all Information Management projects and resources of the Commission, including the implementation of the high-profile Record Keeping Directive and Open Government Directive of the Treasury Board of Canada. Mr. Gauthier also provides Information Management training;; establishes Information Management policies, directives, procedures and best practices. Mr. Gauthier also teaches at the Canada School of Public Services various courses in the information management field. Mr. Gauthier possesses a College degree in Administration. He is also an AIIM ECM Practitioner. 4:15 5:00 The Business of Information: The Evolution of Information Management Celine Beauregard, Director, Enterprise Information Management Division, Canada Border Service Agency

8 As a Government of Canada function, Information Management (IM) has been identified as a foundational business enabler at the same level as Human Resources and Financial Management. Giving meaning to business enablement Opportunities for traditional records and information management function and resources Making the management of information a business best practice Céline Beauregard is an active member of the Government of Canada Information Management community with a special interest in facilitating the evolution of Information Management as a business function and by supporting the on-going growth of records and information management specialists in the age of digital information. 5:00 End of Day Two