IEA Case Studies
Client: Information Network Business Unit within State Government
The Client is a centralised service that provides Information and Communication Technology (ICT) services to a Western Australian State Government Department. It is also responsible for the delivery of a number of large ICT projects relating to the upgrade or replacement of core clinical and business information systems as well as the refresh of its ICT infrastructure.
IEA assigned a Consulting Team to this project with set deliverables.
- A review of the current records and document management processes and systems;
- A report on organisational and business change requirements for the implementation of the electronic document and records management system (EDRMS).
- A report outlining the records and document management requirements and framework for the Client taking into account:
- The implementation of the EDRMS;
- The use of a formal project management approach within the organisation;
- The need to manage documents and records; and
- The stated preference to apply best practice in records and document management.
- The development and implementation of documented administration and business processes to support document and record management;
- A review of and recommendations on the business requirements specific to the Client for the governance, management and control of electronic and paper-based records in accordance with the State Records Act 2000 and associated Departmental policies;
- The development of policies, procedures and process that relevant to the Client’s operations in the electronic and paper-based environment; and
- The provisions of advice and direction during implementation of the framework and system.
Client: Not for Profit Organisation in Disability Sector
The Client is a not-for-profit organisation which operates across Western Australia and provides services to people with a disability. It is one of Australia's largest service providers within the disability sector. The Client provides services to individuals and their families, from early childhood through to adult life.
The results of this exercise were then used as the foundation for the identification of approaches, methods and systems to assist the Client in developing and managing systems and ways of working to better manage and access their information.
The specific project deliverables were:
- The identification of the organisation’s business needs, its information needs and information use;
- The identification and mapping of the systems and applications in current use including what the systems and applications were used for, and what information staff require from the systems;
- An analysis of how the current situation aligned with business needs;
- The identification of the gaps between the business needs, information use and the access to information provided by the systems and applications in current use; and
- Suggestions for managing information in order to achieve better value from the use of that information. This included recommendations on systems, planning, policy development, standards and procedures.
Client: Large Local Government Authority
The Client is a large local government authority which is known as Western Australia's "other capital city". It is the largest metropolitan retail centre outside of Perth and attracts over 2 million visitors annually. The Client is principally a residential area. However, it has large industrial and maritime areas and some commercial and tourist land use. The Client includes Western Australia's major commercial port.
The Client held a significant collection of digital images, which has not reached its full potential as an internal and external resource to support economic development and marketing across the organisation.
IEA’s Consultant identified the key issues associated with the creation and storage of, and to access to the digital image library. A framework was developed to assist with a feasible and sustainable continuation and expansion of the digital image collection.
The framework took into account, the strategic and operational issues associated with business requirements, the information and records management policy and procedures and the technology needed to support the collection and service delivery
IEA was also engaged to lead and manage the implementation of the framework. This included the development of a policy position and a procedure manual and guidelines.
Client: Large Port Authority
The Client is the Western Australian Government's trading enterprise which manages the State of Western Australia’s biggest general cargo port.
- The Client makes extensive and sophisticated use of its EDRMS. Within this context, IEA’s Consultant provided consultancy services to:
- Identify and locate information, knowledge and records that were vital to the ongoing operations of the port authority;
- Identify the risks to the continued availability of vital information and knowledge, and suggested risk mitigation strategies; and
- Identify and recommend strategies to manage vital information and knowledge in the electronic and paper-based environment.
Strengthening the success of these projects was IEA's capability and proficiency in recordkeeping principles and practices such as:
- Strategic and operational analysis of systems, processes and ways of working;
- Developing and implementing Business Classification Schemes;
- Strategic planning for future information and records management needs and requirements;
- Identifying and advising on the roles and responsibilities of recordkeeping staff as well as other staff in the organisation;
- Identifying, developing and documenting the processes required to manage paper-based and electronic recordkeeping;
- The recordkeeping requirements of business systems and their relationships with electronic recordkeeping; and
- Developing programs to assist organisation to prepare for the introduction of electronic recordkeeping including data migration and conversion and managing legacy systems.
- Developing and delivering training programs.