Records NI provides a single electronic repository for documents and
records which aims to improve information and records management in the NICS as well as open up the
sharing of information and knowledge throughout the civil service by introducing electronic records
management.
The primary objective is to improve information and records management
in the NICS by introducing electronic records management by means of implementing a single corporate
NICS EDRM service that complies with records management polices and procedures and used by over 15,000
staff.
Records NI is probably one of the lesser known Reform projects but it
is, nevertheless, a vital link in our plans to making a step change in the way we work in NICS. It
has thus been included within the key enabling projects which will together make up the Common NICS
Infrastructure Programme. In common with many organisations in the public and private sector,
our record keeping and communication was a ‘mish mash’ of electronic and paper records and messages.
In addition there was little standardisation across departments. This lead to inefficiency
and ineffectiveness in the way we work and is quite at odds with public record keeping policy.
Records NI introduces a single repository of electronic information
accessible by all staff (depending on their access levels). Over 15,000 end-users currently can
have instant access to information. The eradication of duplication and the introduction of automatic
disposal schedules will ensure that the magnitude of electronic information will be kept to manageable
limits.
In addition to improving ways of working, the new system will enable
massive reductions in our use and holding of paper which will be vital as we move to the new open plan
environment under Workplace 2010.
The requirement is to deliver an NICS Central EDRM service with policies,
procedures and standards to govern its use. This will provide a platform for departments to introduce
workflow and business application integration to meet the requirements of their individual business
processes.
The functional or operational benefits anticipated from establishing
a shared NICS storage facility include the;
- improved compliance with legislative requirements
- improved access to documents and records
- improved disaster recovery
- reduction in the volume of registry storage for documents
- reduced physical file administration
- reduction in the electronic storage space for servers
- centralised electronic version control over documents the across the NICS
- reduced cost of document disposal
- improved control over document disposal
- improved control over document security
- improved management information over document access
- reduction in learning time for document and records management procedures
on interdepartmental transfers
- cost savings in physical transport of documents
The Records NI implementation has been completed as planned. By the
end of December 2007 the Records NI EDRM service was rolled out to over 15,000 civil servants and by
June 2008 over 2.5 million documents have been stored electronically. If used to its full potential
and alongside other relevant projects it can be a vehicle for delivering cultural and business change
across the NICS .
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