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Site Visits and Workshops 21 May 2010

24 - 25 June 2010 to receive your early
Mantra on Northbourne, Canberra 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)

Location: Canberra
Site Visits and Workshops
Document and Records Management
The last 4 Site Visits have
sold out 2 months prior.
Participate in workshops facilitated by:
Please ask to be put on the
»» Department of Transport and waiting list for our next
EDRM site visit if the event is
Main Roads (DTMR) sold-out.

Site visit capacity: 18

»» Glen Morgan Consulting

S ite visits allow you to experience live documents and

Feedback from previous Ark Group Site Visits:
records management system and gain an insight into the
look , feel and functionality of the system . B ecause you
are actually at the host organisation , we are very limited
“Really enjoyed the two days - will be sending my staff next time”
in the number of people who can attend .

“Hearing the experiences of other organisations in their workplace with

We also understand that it sometimes will take time in
the opportunity to ask questions is extremely valuable and a great way
registering for an event , so you can reserve a spot by to learn.” Department for Environment and Heritage (SA)
emailing aga @ arkgroupasia . com .
“Great learning from people who’ve done it and made mistakes, yet
We can hold your spot only until 14 M ay 2010. make it work!”” ACF

Supported by: Official Media Partner: Produced by:

ww w. ar kgr m .a u
Document and Records Management Site Visits and Workshops

Recent changes in document retention and destruction legislation, along During the course you will discuss challenges, new opportunities and
with ongoing technological developments and the significant risks of not best practices with the host organisations and witness key developments
managing records efficiently, make document and records management, through live system demonstrations.
and in particular EDRM, important business tools.
You will leave this event enthused and with critical insights on how to:
The challenge for document and records management practitioners is ƒƒ Establish a clear business case for document and records
to develop systems and policies that not only satisfy legal requirements, management
but also demonstrate measurable returns to secure support from users
and senior management.
ƒƒ Deal with the document and record legacies of your organisation
ƒƒ Classify, archive, retrieve and circulate large and ever increasing
Ark Group’s Document and Records Management Site Visits and amounts of documents and records
Workshops offer an opportunity to gather practical information and ƒƒ Comply with legislation regarding information retention and disposal
solutions from visiting organisations who have overcome the key ƒƒ Get the most out of your EDRM system
obstacles associated with achieving document and records ƒƒ Achieve organisation-wide understanding and involvement in
management success, and are proud to showcase their achievements. recordkeeping
ƒƒ Drive ownership and governance

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

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:

ƒƒ Strategic information management

ƒƒ Electronic document and records management system implementation
ƒƒ Information management tools development, implementation and review
ƒƒ Workshop facilitation and reporting
ƒƒ Project and change management
ƒƒ Specialist training
Who should attend?
Directors, Managers and other professionals responsible for:

ƒƒ Records Management ƒƒ Information Management ƒƒ Knowledge Management ƒƒ Research Management

ƒƒ Document Management ƒƒ Information Services ƒƒ Intranet Management ƒƒ Risk Management
ƒƒ EDRM/S ƒƒ Content Management ƒƒ Library Management ƒƒ Project Management
ƒƒ Recordkeeping ƒƒ Data Management ƒƒ Cataloguing ƒƒ Change Management
ƒƒ Digital Preservation ƒƒ Archiving ƒƒ Library Services ƒƒ CIOs


Thursday, 24 June 2010 Friday, 25 June 2010
8.15 Registration and refreshments 8.30 Registration and refreshments

8.45 Chairperson’s introduction and welcome 9.00 Chairperson’s re-cap and introduction to day two
The Chairperson will introduce the event objectives and discuss how
the day will proceed. Attendees will participate in a brief “getting to 9.15 Department of Transport and Main Roads (DTMR) - The road
know you” exercise, so that everyone is familiar with the backgrounds of ahead
their fellow attendees, and the outcomes they hope to achieve from the ƒƒSurviving under financial economics
event. ƒƒNew business classification schemes built for the business
ƒƒNew approach to business and services
9.15 Getting your organisation ready for EDRM Julie Apps, Principal Recordkeeping Advisor, Department of Transport
Change management is often the defining factor in having a successful and Main Roads (DTMR)
EDRM project. It is essential that management and staff all embrace and
understand the business need for EDRM in their organisation and this is Department of Transport and Main Roads (QLD) Fact File
why a ‘fit for purpose’ change management plan is so important.
Total number of employees: approx 10,000
Put simply, change management within the EDRM context is all about Number of employees in document and records management
getting managers and staff to adopt new business processes and division: DTMR has a decentralised and devolved structure and
practices and the technology that enables this to happen. therefore has approx 9,000 employees responsible for
managing their own information and records
Through a series of activities, workshop participants will build a basic Technology used: In-house Lotus Notes application known as DMS
change management plan by learning about:
ƒƒWhy you need a change management plan 12.15 Networking lunch
ƒƒHow to sell change internally
ƒƒThe need to create a change infrastructure 1.00 Transportation to Australian Bureau of Statistics (ABS)
ƒƒHow training fits
ƒƒThe importance of communication 1.30 Recordkeeping at the ABS
ƒƒHow these elements come together to make the plan work ƒƒSetting the scene: legislation, policy and environment
Glen Morgan, Principal, Glen Morgan Consulting ƒƒABS information domains
ƒƒManaging instant messaging
12.15 Networking lunch ƒƒEnterprise 2.0 e.g. wikis and blogs
ƒƒManaging paper legacy records
1.00 Transportation to Greater Southern Area Health Service (GSAHS) Jessica Carlin, Knowledge Information Coordinator;
David Church, Librarian, Australian Bureau of Statistics (ABS)
1.30 A long and winding road
ƒƒThe formation of Greater Southern Area Health Service and the ABS Fact File
legacy of two separate recordkeeping systems
Total number of employees: 2,700 FTE over 9 offices
ƒƒUpgrade of TRIM Captura 4.3 to TRIM Context 6R2, including the Number of employees in document and records management
merge of RecFind records
division: 2.2 FTE
ƒƒIT overview Technology used: IBM Lotus Notes Desktop
ƒƒOverview of recordkeeping practices, past and present within Greater
Southern Area Health Service
ƒƒChange of work practices and cultural change across a diverse and 4.30 Chairperson’s discussion and wrap-up
large geographical area
ƒƒFuture plans for recordkeeping within Greater Southern Area Health 4.45 End of event and transportation back to hotel
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

4.30 Chairperson’s discussion and wrap-up

5.00 End of day one and transportation back to the hotel

5 ways to book your place AT this event
Phone: +61 1300 550 662 Fax: Send the completed registration form to +61 1300 550 663
Email: Web:
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
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Site Visits and Workshops

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