Information Disclosure Policy: A Toolkit for Pacific Governments (July 2006)
### EXPLANATORY NOTES Information Management Records management systems The information held by government departments is probably one of the most valuable assets they have. But without an effective system for creating, managing, storing, archiving and destroying records, information will not be effectively utilised to create efficiencies for governments. Without proper records management systems, implementation of an information disclosure policy will also be much more difficult. It will take longer and be more costly to provide information, if the information cannot be easily located. It will also cause problems if information has been stored so badly that the records are no longer in a fit state to be inspected or copied. Governments need to put in place proper systems to create and maintain reliable records. Otherwise, even the most well-meaning officials can be defeated by their working environments. More troublingly, without proper systems, records can be manipulated, deleted or destroyed and their integrity may be questioned. Governments also need policies on storing and archiving information, so that information can be easily located. These policies also need to address what information can be destroyed and when, because not all records will be important enough to warrant their retention after a certain time. Officials need to be trained on how to recognise what information is important and needs to be saved. Where resources are scarce, installing comprehensive record-keeping systems is usually a low priority. However, good records management will have efficiency dividends for the bureaucracy, in terms of the time saved looking for old records and/or starting documents from scratch instead of using a template or similar document. A records management policy will need to address issues such as: how financial resources can be maximised; what hardware needs to be acquired; how filing and categorisation systems will be developed; who will be responsible for records management within departments; and when, where and by whom records will be archived and/or destroyed. Key questions: Within government, who is responsible for developing and overseeing records management policy (ministry? department? archivist)? Is there a government-wide and/or departmental policies on records management? Do relevant policies include protocols on managing computer records? Are records management processes manual or computerised? If there is no records management policy in place, what resources are available to develop a policy, over the longer-term? Is there an Archives Act and/or government-wide departmental archiving policies which determines how and when records are archived? How long are they archived for? Where are records stored when they are archived? Are current storage facilities adequate, ie. is there enough space? Are records stored safely and securely? How easy is it to locate and access records which have been archived? Computers and other new information technology Efficient records management will require that proper systems and policies are developed to handle records created or held on computers. The rollout of computer systems in the Pacific is still relatively limited though, because many countries are concerned that electronic systems are beyond their financial means, requiring expensive hardware updates and maintenance. It is recognised that there is a good basis for these concerns, especially in the smaller countries, yet, the efficiency equipment dividends from computerised systems cannot be underestimated. New technology poses opportunities for managing records well and making information readily available to larger numbers of people. It is easier and cheaper to reproduce electronic records and they are often more reliable than postal systems as a means of exchanging information. Conversely, electronic records can be more easily destroyed or altered, which could undermine the governments' ability to be accountable to the public because of poor "paper trails". It would be strategic for governments to develop policies and protocols on computer information management at an early stage, to lay a strong foundation for a future computerised bureaucracy. Ideally, a standard government protocol will be developed, which may then be clarified at departmental level as necessary, to guide officials in the creation, saving, backup and archiving of computer files. Otherwise, where staff have their own filing or naming protocols, bureaucracies end up suffering from institutional memory loss; staff leave and their records cannot be found. Consideration could be given to networking computers. Key questions: Is there a government policy on computerising the bureaucracy? If not, what other options is the government considering? What are the current levels of investment made in computer infrastructure (especially in remote/rural areas) by public bodies and donors? What is the timeframe for computer procurement and other technology? What level of officer within the bureaucracy has access to (a) a computer; (b) the internet; (c) email? Is there a networked departmental system? Is the current approach appropriate or can existing resources be more effectively distributed throughout the bureaucracy? Is it a specific priority that “communications officers” (either in a central communications unit or at departmental level) are given access to a computer / email / internet? Are there protocols or policies in place regarding: (a) naming, filing, sharing and storing computer (i) files and (ii) emails? (b) backing up information held on computers? (c) keeping hard copies of information created on computers? (d) archiving information stored on computers? o Do officials receive training on how to properly save, store and archive information held on computers?
Commissioned by the Pacific Media and Communications Facility, an Australian Government, AusAID initiative managed by MDI International in association with MC Media & Associates