For ICT specialists

As an ICT professional or specialist, you are responsible for a wide range of tools and technologies that manage and provide access to digital information and records.

Good business outcomes

Information is a valuable government asset. Ready access to reliable information improves service delivery, supports good decision-making and underpins accountability.

As an ICT professional you should:

  • provide strategic frameworks for effectively managing digital information across your agency
  • work with information and records management staff to ensure compliant systems are in place for information and records management
  • deliver better business processes for faster access to information
  • lower compliance costs and enhance ability to provide accurate, timely and transparent responses to legislative and regulatory requirements 
  • mitigate business and reputational risk resulting in improved business continuity.

Legislation

All information that is created, used or received by Australian Government agencies is subject to the Archives Act 1983 and needs to be managed according to its value.

Other legislation affecting how information is managed includes the Freedom of Information Act 1982, the Privacy Act 1988, the Public Governance, Performance and Accountability Act 2013 and the Crimes Act 1914.

ICT professionals are responsible for ensuring the agency's systems meet the legislative requirements.

System functionality

The business systems administrative framework outlines the principles and functional requirements for software used to create and manage digital information. It covers management of structured and unstructured information and records business systems.

Every new or upgraded business information system that your agency implements should have the functionality to effectively manage the information and records that the system creates or contains.

This includes:

  • transactional, case management or other line-of-business systems
  • databases
  • systems that manage emails, documents, spreadsheets and other common office formats
  • HR or finance systems

Digital information and records management

All agencies work in a digital environment, so you should store and manage your information digitally. In October 2015, the Australian Government introduced the Digital Continuity 2020 Policy.

The Digital Continuity 2020 Policy enables the integration of information governance principles and practices into the work of agencies and their governance arrangements to:

  • optimise the delivery of government programs and services;
  • enable information reuse for economic and social benefits; and
  • protect the rights and entitlements of Australians.

Senior ICT professionals have a responsibility to drive change to digital information and records management and contribute to the implementation of this policy.

Capability in your agency

Our interactive Digital information and records management capability matrix describes the capabilities agencies need to manage their digital information and records effectively. This includes a section on knowledge and skills for ICT staff.

Support

If you or your staff need assistance with assessing your current business systems for compliance with the standard ISO 16175 and the selection of new business systems, consider attending the Using the Business Systems Assessment Framework workshop.  The Archives videos and eLearning modules are available to assist you with what needs to be done and how to do it.

More information

Copyright National Archives of Australia 2017