The importance of records management to support data analytics · – skills, security clearances, investment in outputs – Safe . data – use of personal information, data quality,

UNCLASSIFIED - I2 - A11

The importance of records management to support data analytics

2 May 2019, Local Government Information Technology South Australia


“Data volumes are exploding. In the past two years alone, more data has been created than in the entire history of the human race.” Forbes (B. Marr), 2015


where is it?


office for data analytics

• Public Sector (Data Sharing) Act, 2016• Office for data analytics’ role

– to undertake data analytics work on public sector data received from across the whole of Government

– make the results of that data analytics work available to public sector agencies, to the private sector and to the general public as ODA sees fit

– prioritises the provision of relevant and up to date information to public sector agencies about their service delivery, operations and performance

• Trusted access principles– Safe projects – necessary, use of data, risk of loss or harm

– Safe people – skills, security clearances, investment in outputs

– Safe data – use of personal information, data quality, de/re-identification

– Safe settings – physical, technical safeguards, disclosure prevention, longevity

– Safe output – nature, level & audience of publication, audit prior to release




on one side …

• less than half of structured data used for decision making1

• less then 1% of unstructured data used for decision making1

• multiple sources of truth

• technology not keeping pace with the business

• huge amounts of data being created, much of which of no value to government or citizens

• most data scientist time spent cleaning and processing data

1 https://hbr.org/2017/05/whats-your-data-strategy


on the other side …

John Smith

42 Wallaby Way

Sydney NSW 2000

Dear Mr John Smith

Re: Overdue fines

Our records indicate that you haven't paid your outstanding fines of $452.20. We sent you a prior reminder notice on 10 April 2018 but our records do not indicate you have replied. Can you please call our office on (08) 1234 5678 as soon as possible.

Regards

Jane Fakename

SomeCompany


natural language processing

https://natural-language-understanding-demo.ng.bluemix.net/


with a little training …

https://console.bluemix.net/catalog/services/knowledge-studio


how do we go from this …


to this?


First name Surname Birth date When known

<unknown> Smith <unborn> -8 months

Female Smith <unborn> -4 monthsBaby Smith 01/01/2010 1 day

Not named Smith 02/01/2010 3 days

Jane Smith 02/01/2010 4 weeks

<unknown> Smith I think 2010 10 months

Joan Smith Late 2009? 12 months

Jane Doe 02/01/2010 4 years

Jane <unknown> <unknown> 4½ years

whilst working with this?


we’ve made chaos easy

All product names, logos, and brands are © their respective owners.






what about new engagement methods?

• By 2020, the average person will have more conversations with bots than with their spouse.– Gartner, Top Strategic Predictions for 2017 and

Beyond, October 2016


digital records management

• *some* good information in records management systems– Who (which one), When (unreliable), What

• data everywhere, more being created outside of records management systems

• where are the ‘records’ stored (application vs. EDRMS)?

• what is the source of truth/official record?

• how do we ensure security classifications are entered and valid (defaults?)?


why do we need records management (+ more)?

• find things

• Productivity Commission into Data Availability and Use

• GDPR

• Freedom of Information

• Notifiable Data Breaches (NDB) under the Privacy Act

• to provide good service

• to connect services

• to understand our customers, business and future


Health Transport EducationChild

protection Emergency Housing


Estonia

Source: Estonian Information System's Authority (www.ria.ee)


productivity commission report - DAAU

• https://www.pc.gov.au/inquiries/completed/data-access/report

• Giving individuals more control over their digital data

• Government response– Consumer data right – access and control

– National Data Commissioner – support data sharing and release

– Legislative package – streamline data sharing and release

https://www.pc.gov.au/inquiries/completed/data-access/report


we’ve already started


vv

seamless business process (manual and/or

automated)

secure access to information at

agencies

standard way toaccess and use

data

identity known (single login – mySAGov)

citizen access however they choose (app, web, phone)


analytics as a driver of records management

• internal– auto classification of records and information

– monitoring of compliance and customer service

– automation and straight-through-exception-based-processing

• external– providing customer/business/citizen centric information

– optimising processes through a full understanding of interactions and experience

– digital first – not last

– transparency


driving records management through value

• customers/businesses/citizens– access to complete and current information

– FOI/data spill/breach notification simplified

• front-line staff– better, complete information to make decisions

– less work and optimised processes

– easier to find things when they are needed

• technology departments– better system design and balance between codification and text/documents (eg, NLP)

– lower TCO/storage costs – scanned documents vs. text


• “I create all this information but how does it help me?”

• Show the value of using it, and the issues if we don’t

• Highlight the cost of data creation, curation and cleaning

• Front line staff – data in … but what out?

• Management –visibility, understanding, cost of poor decision making

• Executive – strategic planning, policy and assurance

• Customers – what are their needs, wants and expectations

• Undercover boss!

• Demonstrate the ‘art of the possible’

• Create demonstrations using real information

• Proof of concepts go a long way

• Show the pathway to Minimum Viable Product and Minimum Viable Release

• Be agile and adaptive – show it’s possible

• Separate data, technology and analytics

• Why?(do we do this)

• Why?(isn’t this working)

• Why?(have things not changed)

• Why?(do we spend all of this money/resource on a small number of people/businesses)

creating a burning platform

What’s in it for me Engage with all levels Show what’s possible Ask difficult questions01 02 03 04


records management evolving to support digital and analytics

• Who– centralised details/master data management

– managing and matching the unknown

• What– less important – we can work this out

– security classifications and CIA ratings

• When– getting this right, dates vs parts

• Access– still a big challenge

UNCLASSIFIED - I2 - A129 http://blog.newmedialabs.co.za/ux-vs-design-whats-the-big-deal/



InputsEyes, ears, taste, etc..

Acknowledge& Process

What’s important always/right now/later

Use/InterpretHow do I make a good decision

How do I keep things running


data for decision making

FutureAnticipate future issuesModel new ideasDo what matters in the future

Strategy/PolicyWhat can we do better?What needs to be changed?Plan what matters

ManagementHow are operations performing?How are our staff and customers?Measure what matters

OperationsData collectionOperational decision makingWhat do I have to do today?How do I prioritise my work?Collect what matters


PEOPLE LAW PROCESS CREATE SYSTEM STORE DATA STORE REPORT USED

subject to follow Used to into into a defined into a used to create to be

PEOPLE

POLICY

MANAGEMENT


metadata

CAPTURE INGEST STORE DEFINE SECURE USE


Quickwins

QuickCan be completed relatively easily –lower complexity

SlowMultiple stakeholder, complex projects integrating vast amounts of information

High valueCritical strategic priorities,

could be short term crises –solving big problems

Low valueSimple items, may benefit

small numbers of staff and/or customers

Low engagementNot valuable for immediate priorities, seems to far away

High engagementFixes a problem right now

Documents

The importance of records management to support data analytics · – skills, security clearances, investment in outputs – Safe . data – use of personal information, data quality,