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Information Management Strategy I Table of Contents

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Information Management Strategy I Table of Contents information management strategy i Table of Contents 02 Message from the DM 03 Strategic Alignment 04 The Vision 05 Executive Summary 06 Introduction WHAT IS INFORMATION? WHAT IS INFORMATION MANAGEMENT? WHY IS INFORMATION MANAGEMENT IMPORTANT FOR THE GOA? 08 Business Drivers 11 Strategic Goals GOAL ONE. GOAL TWO. GOAL THREE. 14 Moving Forward 15 Acknowledgements 16 Glossary Message from the DM Service Alberta is focused on working collaboratively to foster an open, transparent, accountable and participatory government. We recognize that information, along with people, finances and infrastructure, are key strategic resources in the Government of Alberta, and are at the very core of our operations. Service delivery activities, decision-making, policy development and planning activities are all founded on information. The quality, reliability and integrity of information are critical to good-decision making in the government. Proper management of information will transform the delivery of program and service outcomes, protecting Albertans from information security and privacy risks. This will help ensure that the needs of Albertans are met through efficient and effective operations. The Information Management Strategy creates the foundation we need to continually improve, transform and increase information sharing, accountability and transparency in the government. It articulates a clear vision with three goals that address key business drivers, and works toward promoting effective and innovative information management practices within the organization. I approve and support this strategy. (original signed by) Annette Trimbee Deputy Minister, Service Alberta November 2013 Public Policy Open Government One Enterprise Service Governance Delivery Information Management: Critical Success Factor Governance Collection Transformation Goal One Goal Two Goal Three Information Management Strategy 2 Strategic Alignment This strategy builds from the foundation that was established in the Information Management Framework (IMF), which was adopted by Deputy Ministers in 2003 as well as from the Information Management and Technology (IMT) Strategic Plan 2012-2017 issued by the Corporate Chief Information Officer (CCIO) in November 2011. This IM Strategy delivers on the GoA’s commitment to manage and leverage our information as a strategic resource, ensuring that public funds spent on information resources result in the maximum value possible. The Information Management Strategy (IMS) strives to coordinate the disciplines associated with information technology, records management practices, and business requirements, thereby enabling the GoA to effectively manage its information holdings. This Strategy is sponsored by the Assistant Deputy Minister (ADM), Information Services, Service Alberta and presents an enterprise approach to managing information within the GoA. ADM Sponsor, Information Services – Service Alberta Increasing the availability of government information will multiply the economic and social value of this prime resource, and will enable the use of information resources to innovate and create additional value. Providing access to GoA information can also “ create benefits of more complete awareness of Albertans’ preferences and needs, allowing us to build smart programs and services. We require information management in the form of new enterprise information standards, policies, and tools to make this transformation possible. Information Management Strategy 3 The Vision The Government of Alberta is a trusted steward of information held on behalf of Albertans. INFORMATION IS: COLLECTED ONCE; MANAGED DIGITALLY IN AN “ OPEN AND SECURE ENVIRONMENT; ACCESSIBLE; AND USED TO ITS FULLEST POTENTIAL. Given the business value generated from information, and the long-term value of the Government of Alberta’s information holdings, it is important that we define a vision for information management in the Government of Alberta. Information Management Strategy 4 Executive Summary The Government of Alberta (GoA) produces and collects vast amounts of information, which when Premier Alison Redford – managed appropriately, offer significant opportunities. Cabinet Mandate Letters Our current Information Management (IM) practices, Albertans have given this government a clear mandate — however, tend to be disjointed across the GoA, limiting change how government works to better reflect their “ needs and the realities of the province in today’s world. those opportunities. Delivering that change will require listening to Albertans, increasing transparency and accountability, and building Some departments treat information as a strategic strong collaborative relationships with all our partners. resource, and fund its management accordingly, making headway in terms of proactively releasing We have heard from a number of colleagues and information to the public or to other agencies, stakeholders that the information collected and created providing significant opportunities for reuse and by and for the GoA is essential for policy development innovation to occur within the GoA and in our broader and to support programs and service delivery. Our society. The GeoDiscover Alberta portal is one such current information environment consists of separate example. It is populated with geospatial data from information repositories that cannot be accessed across eight separate departments and agencies. Other the organization, resulting in the need to have Albertans examples include the Information Sharing Strategy, repeatedly provide the same information in order to which proposes to enable greater information sharing receive services. across departments and agencies dealing with the health and social wellbeing of our citizens, and the recently launched Open Data Portal. This strategy describes information, IM, and outlines why IM is important within the GoA. It articulates a clear vision for IM, the key business drivers that our clients have relayed to us through our consultation process, as well as specific goals, strategies, and Through the Results Based Budgeting reviews and projects to address those business drivers. Open Government Initiatives we have the expanded opportunity to take a strategic look at the management In addition, a Tactical Plan accompanies this strategy, of the GoA’s information resources. These are the recognizing that shared accountabilities will be prime resources and products created by the GoA, negotiated across the organization in order to ensure with the potential to impact success or failure, mutual success and effective use of existing resources. efficiency and effectiveness, innovation, and economic opportunities for Alberta depending on how they are managed. The primary objective of this strategy is to explicitly acknowledge the value of information, the importance of managing that information at an enterprise level, and the benefits of treating information as a strategic communal resource. “ Information Management Strategy 5 Introduction What is Information? processing and review times, increasing the opportunity to focus on client needs. Information is the only resource and product created Electronic systems filing of client information has also by the GoA. Depending on how it is managed, increased the ease of updating, and accessing client files, information has the potential to impact success or and reducing the need to pull paper files for reference. failure, efficiency and effectiveness, innovation, and economic opportunities for the GoA. Information includes everything from single granular facts to the What is Information Management? most complex, highly contextualized analysis conveyed through our publications. It is a valuable IM is the means through which the organization ensures resource, and the cornerstone of accountable and that the value of its information resources is identified so transparent government. Information is generated that these resources may be utilized to their fullest from many diverse sources, and resides in multiple potential. The primary objective of IM is to ensure that the different formats (paper, datasets, web content, right information is available to the right person, in the etc.). right format at the right time. IM is the way in which an organization plans, identifies, captures, manages, The GoA and other public bodies collect and create preserves and disposes of its information across all information in order to administer programs and formats, (physical and digital), and includes the services. Information is needed to inform policy management of all functions associated with information, development and make evidence-based decisions, such as security, metadata management, quality as well as to ensure accountability to the public. management, etc. Information is organized for a purpose and presented within a context that gives meaning. All recorded information (records), from the smallest of Migrating to an electronic filing system will not only help address duplication but data elements to the comprehensive publications also yields issued by the GoA, must be managed. The Day Forward Imaging project, implemented by the Assured Income for the Severely Handicapped (AISH) program in Human Services, demonstrates Source: Calculations based on presentation. Podemski, that effective information management not only E., & Dupuis, H. “Litigation: What RIM Professionals Should facilitates efficiencies in the business process, but Know..” April 2013. PowerPoint presentation. also service delivery to
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