Document and Records Management: On-Site Visits

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Ark Group Australia will be hosting an additional EDRM site visit in Canberra on the 24 - 25 June 2010. Site visits allow you to experience live documents and records management systems and gain an insight into their look, feel and functionality.

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Site Visits and Workshops 24 - 25 June 2010 Mantra on Northbourne, Canberra

Book before 21 May 2010 to receive your early bird discount

Document and Records Management Site Visits and Workshops
See the sites of :

» Australian Bureau of Statistics (ABS) » Greater Southern Area Health Service (GSAHS)
Participate in workshops facilitated by:
The last 4 Site Visits have sold out 2 months prior. Please ask to be put on the waiting list for our next EDRM site visit if the event is sold-out.
Document and Records Management Site Visits and Workshops Location: Canberra

» Department of Transport and Main Roads (DTMR) » Glen Morgan Consulting

Site visit capacity: 18

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Feedback from previous Ark Group Site Visits:
“Really enjoyed the two days - will be sending my staff next time” Sensis “Hearing the experiences of other organisations in their workplace with the opportunity to ask questions is extremely valuable and a great way to learn.” Department for Environment and Heritage (SA) “Great learning from people who’ve done it and made mistakes, yet make it work!”” ACF

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Document and Records Management Site Visits and Workshops

Recent changes in document retention and destruction legislation, along with ongoing technological developments and the significant risks of not managing records efficiently, make document and records management, and in particular EDRM, important business tools. The challenge for document and records management practitioners is to develop systems and policies that not only satisfy legal requirements, but also demonstrate measurable returns to secure support from users and senior management. Ark Group’s Document and Records Management Site Visits and Workshops offer an opportunity to gather practical information and solutions from visiting organisations who have overcome the key obstacles associated with achieving document and records management success, and are proud to showcase their achievements.

During the course you will discuss challenges, new opportunities and best practices with the host organisations and witness key developments through live system demonstrations. You will leave this event enthused and with critical insights on how to: Establish a clear business case for document and records management ƒ Deal with the document and record legacies of your organisation ƒ Classify, archive, retrieve and circulate large and ever increasing amounts of documents and records ƒ Comply with legislation regarding information retention and disposal ƒ Get the most out of your EDRM system ƒ Achieve organisation-wide understanding and involvement in recordkeeping ƒ Drive ownership and governance

ƒ

About your host organisations
The Australian Bureau of Statistics (ABS) is Australia’s official national statistical agency. The ABS assists and encourages informed decision making, research and discussion within governments and the community, by leading a high quality, objective and responsive national statistical service. The ABS provides statistics on a wide range of economic, social and environmental matters, covering government, business and the community. It also has an important coordination function with respect to the statistical activities or other official bodies, both in Australia and overseas.

The Greater Southern Area Health Service (GSAHS) came into being on 1 January 2005, covers 166,000 square kilometers and has a population of approximately 468,000 persons. The GSAHS provides an extensive range of primary and secondary specialist services. In addition to direct clinical services it provides a broad range of home and community-based services as well as public health illness prevention and health promotion services. The primary focus of the GSAHS is agriculture. However, it serves a variety of business and industrial enterprises outside of the agriculture sector, including government departments, the defence forces, tertiary institutions, forestry and tourism. The GSAHS contributes significantly to communities as one of the major employers in the region, employing over 5222 (FTE) staff in a range of clinical and non-clinical roles.

Department of Transport and Main Roads (DTMR). On 26 March 2009, the Queensland Government announced the integration of the former departments of Queensland Transport and Main Roads to form a single entity, the Department of Transport and Main Roads. DTMR plans, manages and oversees the delivery of a safe, efficient and integrated transport system that supports sound economic, social and environmental outcomes in Queensland. A well-developed integrated transport system is essential to connecting people and communities, moving goods and services and providing access to employment, education, social services and recreational activities.

Glen Morgan Consulting offers tailored solutions aligned to organisations’ business needs drawing on many years practical experience working in the public and private sectors. Glen Morgan Consulting provides services in the areas of:
ƒ ƒ ƒ ƒ ƒ ƒ Strategic information management Electronic document and records management system implementation Information management tools development, implementation and review Workshop facilitation and reporting Project and change management Specialist training

Who should attend?
Directors, Managers and other professionals responsible for:

ƒ ƒ ƒ ƒ ƒ

Records Management Document Management EDRM/S Recordkeeping Digital Preservation

ƒ ƒ ƒ ƒ ƒ

Information Management Information Services Content Management Data Management Archiving

ƒ ƒ ƒ ƒ ƒ

Knowledge Management Intranet Management Library Management Cataloguing Library Services

ƒ ƒ ƒ ƒ ƒ

Research Management Risk Management Project Management Change Management CIOs

DAY ONE Thursday, 24 June 2010
8.15 Registration and refreshments 8.30 9.00 9.15 8.45 Chairperson’s introduction and welcome The Chairperson will introduce the event objectives and discuss how the day will proceed. Attendees will participate in a brief “getting to know you” exercise, so that everyone is familiar with the backgrounds of their fellow attendees, and the outcomes they hope to achieve from the event. Getting your organisation ready for EDRM 9.15 Change management is often the defining factor in having a successful EDRM project. It is essential that management and staff all embrace and understand the business need for EDRM in their organisation and this is why a ‘fit for purpose’ change management plan is so important. Put simply, change management within the EDRM context is all about getting managers and staff to adopt new business processes and practices and the technology that enables this to happen. Through a series of activities, workshop participants will build a basic change management plan by learning about: ƒ Why you need a change management plan ƒ How to sell change internally ƒ The need to create a change infrastructure ƒ How training fits ƒ The importance of communication ƒ How these elements come together to make the plan work Glen Morgan, Principal, Glen Morgan Consulting 12.15 1.00 Networking lunch Transportation to Greater Southern Area Health Service (GSAHS)

DAY TWO Friday, 25 June 2010
Registration and refreshments Chairperson’s re-cap and introduction to day two

Department of Transport and Main Roads (DTMR) - The road ahead ƒ Surviving under financial economics ƒ New business classification schemes built for the business ƒ New approach to business and services Julie Apps, Principal Recordkeeping Advisor, Department of Transport and Main Roads (DTMR) Department of Transport and Main Roads (QLD) Fact File Total number of employees: approx 10,000 Number of employees in document and records management division: DTMR has a decentralised and devolved structure and therefore has approx 9,000 employees responsible for managing their own information and records Technology used: In-house Lotus Notes application known as DMS 12.15 1.00 1.30 Networking lunch Transportation to Australian Bureau of Statistics (ABS) Recordkeeping at the ABS

ƒ Setting the scene: legislation, policy and environment ƒ ABS information domains ƒ Managing instant messaging ƒ Enterprise 2.0 e.g. wikis and blogs ƒ Managing paper legacy records
ABS Fact File

1.30 A long and winding road ƒ The formation of Greater Southern Area Health Service and the legacy of two separate recordkeeping systems ƒ Upgrade of TRIM Captura 4.3 to TRIM Context 6R2, including the merge of RecFind records ƒ IT overview ƒ Overview of recordkeeping practices, past and present within Greater Southern Area Health Service ƒ Change of work practices and cultural change across a diverse and large geographical area ƒ Future plans for recordkeeping within Greater Southern Area Health Service Anita Grzeszkiewicz, Principal Records Coordinator; Rajiv Anand, Director Corporate & Workforce Services, Greater Southern Area Health Service Greater Southern Area Health Service Fact File Total number of employees: over 5222 FTE in a range of clinical and non-clinical roles Number of employees in document and records management division: 2 Technology used: TRIM Context 6R2, Version 6, Build 2.2.8617 SQL2005

Jessica Carlin, Knowledge Information Coordinator; David Church, Librarian, Australian Bureau of Statistics (ABS)

Total number of employees: 2,700 FTE over 9 offices Number of employees in document and records management division: 2.2 FTE Technology used: IBM Lotus Notes Desktop 4.30 4.45 Chairperson’s discussion and wrap-up End of event and transportation back to hotel

4.30 5.00

Chairperson’s discussion and wrap-up End of day one and transportation back to the hotel

5 WAyS tO BOOk yOuR PlACE At thiS EVENt

AG-WEB

PhONE: +61 1300 550 662 FAx: Send the completed registration form to +61 1300 550 663 EMAil: [email protected] WEB: www.arkgroupaustralia.com.au POSt: Send the completed registration form to Ark Group Australia Pty Ltd, Main level, 83 Walker Street, North Sydney, NSW 2060

Document and Records Management Site Visits and Workshops 24 - 25 June 2010, Mantra on Northbourne, Canberra
Put yOuR DEtAilS hERE:
ORGANiSAtiON NAME

POStAl ADDRESS

StAtE

POStCODE

FAx

PhONE

Site Visits and Workshops Standard Pricing
Not valid with any other offer

o $2495 + 10% GST = $2744.50 o Save $200 $2295 + 10% GST = $2524.50 o Save $300 $2195 + 10% GST = $2414.50

Early Bird (exp:21/05/2010)

Member Discount (exp:21/05/2010)
I am a member of RMAA, ALIA, IIM, ASTC (NSW, VIC), Strategic Path BD.

Delegate 1st 2nd 3rd

Name

Job title

Email address

Signature
I have read and accepted the booking conditions

Event venue and accommodation:

Please note: Payment must be received in full prior to the event to guarantee your place

o Mastercard
Card number Expiry date Cardholder’s name Cardholder’s signature

o Visa

o American Express

Email: Michelle Levy: [email protected] for Ark Group Rates Mantra on Northbourne

o Payment enclosed (Cheques should be made payable to Ark Group Australia Pty Ltd) o Please invoice me
Booking conditions 1. Bookings can be submitted at any stage prior to the event, subject to availability. A limited allocation is being held and booking early is therefore recommended. In the event of the booking not being accepted by Ark Group Australia the total amount will be refunded. 2. Payment must be received in full prior to the course. 3. All speakers are correct at the time of printing, but are subject to variation without notice. 4. If the delegate cancels after the booking has been accepted, the delegate will be liable to the following cancellation charges: ƒ Cancellations notified over 45 days prior to the event will not incur a cancellation fee. ƒ In the event of a cancellation being between 45 and 30 days prior to the event, a 20% cancellation fee will be charged.
For cancellations received less than 30 days prior to the event, the full delegate rate must be paid and no refunds will be available. All bookings submitted by e-mail, fax, or over the telephone are subject to these booking conditions. All cancellations must be received in writing. Ark Group Australia will not be held liable for circumstances beyond their control which lead to the cancellation or variation of the programme. All bookings, whether Australian or overseas will be charged Australian GST at the prevailing rate at the time of booking. Delegates are responsible for their own travel, accommodation and visa requirements. ƒ 5. 6. 7. 8. 9.

84 Northbourne Avenue Canberra ACT 2612 Phone: (02) 6243 2510 Fax: (02) 6243 2599 Web: www.mantra.com.au

Group Discount When you bring a team of three, you can bring a 4th delegate for free! Sponsorship or Exhibition Opportunities If you are interested in sponsoring or exhibiting at this event please contact Bhuwan Rai: Phone: 1 300 550 662 Email: [email protected]

We occasionally allow reputable companies to mail details of products we feel may be of interest. If you do not wish to receive this service, please tick this box q

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