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Hamer Awards: Part Seven: Medium Agency Category

Alethea Belford and Paul Siemers of Melbourne Water receiving the Award for the Medium Agency category from Justine Heazlewood, Director and Keeper of Public Records

Alethea Belford and Paul Siemers of Melbourne Water receiving the Award for the Medium Agency category from Justine Heazlewood, Director and Keeper of Public Records

 

The purpose of this category is to encourage and support records management excellence in agencies that have between 500 and 2000 employees.

We would like to congratulate Melbourne Water on winning the award for the medium agency category for their project ‘Info Program’.

The Info Program was a collection of interrelated projects running over 18 months that delivered the Melbourne Water Information Management (IM) Strategy. The program had the following objectives:

  • Clear policies and accountabilities for key information sets, along with a prioritised action plan to address severe risks
  • Migration of significant documents to a system which supports effective information management (including effective governance
  • Data model and standards for Melbourne Water’s strategic data
  • Coordinated communication and training program 

The outcomes achieved resulted in a significant improvement in Melbourne Water’s IM capability. The program:

  • Established an innovative information governance model – individuals accountable for making decisions about particular sets of information (Info Custodians) and a governance body in place to make strategic information management decisions
  • Improved understanding of the organisational risks that are either caused by poor information management or can be reduced through improved information management
  • Improved the electronic document and records management system (EDRMS) user interface to enable a better user experience and configuration ‘behind the scenes’ and meet records compliance obligations
  • Alignment of EDRMS information structures with current business practices
  • An agreed model and definitions for Melbourne Water’s conceptual information holdings (enterprise information model) which assists with systems planning and underpins their governance model
  • Improved training program and IM/RM awareness
  • Established a community of practice around the integration of business practice with the Melbourne Water document management system
  • IM/RM now included in new starter induction processes and the code of conduct
  • Organisational best practice in change management, communications, stakeholder management and innovation

The ongoing challenge for the program was to strike the right balance between compliant and effective practice. As such Melbourne Water’s primary focus was to implement changes that support the way the business operates rather than to introduce additional complexity. Commitment to culture-led change was also a key factor.

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