Digital Continuity. 12 October 2011

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2 Digital Continuity Mark Merifield Mark Merifield 12 October 2011

3 Digital continuity Is the ability to use your information in the way you need for as long as you need

4 This means you can... Find information when you need it Open it as you need it Work with it in the way that you need to Understand d what it is and what it s about Trust that it is what it says it is

5 Managing digital continuity Plan for action Define what you need Assess and manage risks Maintain digital continuity 5

6 The digital world brings many risks

7 Digital information is vulnerable Risks are inherent in change o Organisational change o Technology change o Process and policy change in how information is managed

8 Are we the greatest threat? Does our technology support our information requirements? Does our information support our business requirements Does our business understand it s information requirements?

9 What date is this ? The transition to the new system has, however brought to light discrepancies in our existing records and this is resulting in a number of incorrect notices being issued. 9

10 How do you lose track of a vital record? The only evidence beyond surmise that Dept X rely upon to support their assertion that the document is not held, is their failure to locate it. 10

11 Where were the business requirements? Transfer of records from Dept Y to Depts Z and A has resulted in two scenarios that have effectively rendered metadata captured in the EDRMS as lost. 11

12 Who understood the business requirements for future access? Any electronic data degrades over time. Some of this information is more than 20 years old. I'm not even sure that the xxx still has the tools needed to retrieve data from that era. You're talking about technology that would qualify as museum pieces now. 12

13 The impact of losing continuity o We can t carry out our business our performance become inefficient, our services become ineffective o We re no longer transparent or accountable we can t present a record of what we ve done to the business or the citizen or we don t know what we ve done or why o We can t protect our information or ensure it s survival o We may break the law or be unable to support legal requirements

14 Information Technical Assets Environment Digital Continuity Business Needs

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16 Information Technical Assets Environment Business Needs

17 Managing continuity is easy Ensure technology supports your information requirements Ensure your information supports your business requirements Ensure all the right teams are involved Be aware of change, plan for it and manage it

18 Get it right from the beginning (fixing it later can be costly) Establish governance Define e roles oes and responsibilities sb tes Establish business requirements Be aware of legislative requirements

19 Information Understand d usability requirements and outcomes Build in asset management and ownership Ensure appropriate p access and accessibility Manage context and relationships Enable reporting and audit

20 Technology Applications support formats that t deliver usability Components are compatible, data is transferrable Information/technology dependencies are understood Knowledge is maintained There is an exit strategy

21 Business needs Ensure discovery, prevent silos Enable access rights and deliver appropriate technology Enable usability, sharing and exploitation Maintain context, transparency and accountability Provide security, prove integrity and provenance

22 Your take home checklist Do you have the business requirements? Do you have information usability requirements? Have you planned in the information / technology lifecycle and dependencies? What s the exit strategy? Can you identify all the component owners? 22

23 And how we can help Training Guidance Risk Self-Assessment Tool DROID Procurement Framework I couldn t fault this course it was excellent with real practical application. i I feel inspired! Good example of actively sharing knowledge and best practice, and learning something new. 23

24 And how we can help Training Guidance Risk Self-Assessment Tool DROID Procurement Framework 24

25 And how we can help Training Guidance Risk Self-Assessment Tool DROID Procurement Framework 25

26 And how we can help Training Guidance Risk Self-Assessment Tool DROID Procurement Framework 26

27 And how we can help Training Guidance Risk Self-Assessment Tool DROID Procurement Framework 27

28 Digital continuity The ability to use your information in the way you need for as long as you need

29 For more information nationalarchives.gov.uk/digitalcontinuity g g