from collecting archives to managing information: icrc information management projects
TRANSCRIPT
From collecting archives to managing information: new activities and new roles for
an archives service
Alexandre Garcia – [email protected] Troyon Borgeaud – [email protected]
The ICRC and its archives
Since 1863 15’000 employees
in 80 countries
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A organization valuing its history and memory
http://grandeguerre.icrc.org/ Archives and IM: 42 FTE
A broader scope of our mission
Acquiring andpreserving archives
Records management
Information governance
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Information management as part of the institutional strategyICRC Strategic Orientations 2011-2014[…] the organization will further develop its information management capacity, channelling, synthesizing, and sharing information so as to facilitate decision-making and to guide the process of adapting its humanitarian response to constantly changing situations. It will also better incorporate the use of new technologies in its work.ICRC Strategy 2015-2018[…] Improve collaboration and mobility throughout the organization and with partners by reinforcing the systems and tools for information management and exchange.
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Information Management Program
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Communicationtools
Collaboration
Enterprise Search
Records management
IM
Managing the full information lifecycle
Collaborate
Share
Search
Preserve
Create
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An extended solution portfolio
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Digital workspaces Office applications Messaging systems Webinar tools
Enterprise search engine Intranet CMS ERMS Library and archives
systems
New role: business owner of these applications In charge of rules, processes, support, evolution
New relationship with users More services intended for business units Advice and support tasks covering the full
information lifecycle Access rules, classification, workflows,
metadata, information architecture… IM as a partner for the day-to-day work
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Better understanding of business functions and information flows: a benefit for all the IM and archives activities
New relationship with IT Department
From a client to a partner Integration of IM roles in IT processes:
Project steering committees IM team associated in helpdesk workflows as a
2nd level of support Application management (technical vs.
functional): responsibilities are not always well defined
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New institutional positioning Implementation of an institutional strategy – ICRC
Information Environment Strategy Functional supervision of and support to staff with IM
tasks in each business unit (pool of assistants)
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Enhanced collaboration with other entities involved in information governance• ICT• Personal data protection office• Information security• Master data management• Business intelligence
Archives collections in a Information Management perspective
Capitalize on archives as information assets for the current ICRC operations
Reallocation of archivists positions from acquisition tasks to description, analysis and communication (intended to internal staff)
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Implementing these new services Organizational and/or HR challenge? New roles, more focused on specific activities risk of silos
Recruitment and training
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Information Management Unit: 16 employees (archivists, records managers, project managers/analysts, webdesigner, support officers, pool manager)+ 8 information management advisers in the field
Team know-how / skills
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To enhance• Project management• Business analysis• Application
management
To capitalize on
• Information analysis• Metadata
management• Institutional memory• Network
IM, RM, archivists: we are all informationprofessionals
Future perspectives
Support the ICRC digital transition
Continuous improvement of IM policies and solutions
Paperless processes Long-term digital preservation Data management
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Thank you!
ContactAlexandre Garcia, Head of [email protected] Brigitte Troyon Borgeaud, Head of the Archives and Information Management [email protected]