Principle 2 – Information is managed digitally

Principle 2 is focused on digital assets and processes.

By 2020 agencies will transition to entirely digital work processes. This means that business processes including authorisations and approvals are completed digitally, and that information is created and managed in digital format.

Digital information and processes enable greater productivity and efficiencies through direct engagement between the public and government. Digital information provides opportunities for process improvements and innovation, and is more useable and can be shared more easily at less cost.

Online tool pilot – Digital Authorisations Framework

To support agencies to undertake and record interactions, decisions and authorisations digitally, we are piloting a new online version of the Digital Authorisations Framework. The tool will help agencies meet the supporting targets under Principle 2 – information is managed digitally of the Digital Continuity 2020 Policy. It also complements the suite of products released in October 2017.

To find out more about the Digital Authorisation Framework and the online tool, go to the Digital Authorisations and workflows page.

What success looks like

Digital continuity will be achieved if by 2020:

  • agencies have entirely digital work processes and keep information in an accessible digital form.
  • where there are benefits for agency business, information in analogue formats is migrated to digital format.

Case study – Federal Court of Australia

The Federal Court is the first Australian court to implement electronic court files (ECFs). The transition from paper to electronic court files has created a streamlined flow of digital documents and delivered significant time savings and a more efficient working environment. The process was implemented using off-the-shelf technology customised to suit the Court's requirements. Further developments have enabled interoperability with the Court's legacy systems, and delivered efficiencies in the retention, disposal and storage of documents through the use of metadata. Implementation of ECFs streamlined the way in which the Court operates allowing users to focus on resolving disputes as quickly, inexpensively and efficiently as possible.

Key targets and implementation pathways for agencies

31 December 2016

  • Agencies identify high-value and long-term information assets, evaluate risk and management requirements, and implement strategies.

31 December 2017

31 December 2018

  • Agencies identify all information assets, evaluate risk and management requirements, and identify strategies.

30 June 2019

  • Agencies identify remaining analogue approval processes and assess against the Archives' Digital Authorisations Framework to implement completely digital authorisations and workflow processes.

31 December 2019

  • Agencies implement strategies for the management of all information assets.

31 December 2020

  • Agencies' business interactions, decisions and authorisations are recorded digitally. Exemptions are based on legislative or agency specific requirements and are endorsed by the agency Information Governance Committee.
  • Information in analogue formats is migrated to digital format, where there is value for business.

1 January 2016 Target

Under the Digital Transition Policy all information created digitally by government agencies from 1 January 2016 is to be managed in digital formats with records created digitally from this date and eligible for transfer to the National Archives accepted in digital formats only.

If your agency did not meet the 2016 target, you will need to implement mitigation strategies to manage and protect your digital business information and report these strategies to the National Archives through the Agency Service Centre.

Copyright National Archives of Australia 2019