What is information management?
Information management encompasses the storage, management, and provision of data within an organisation. This data can range from letters and emails to photos, videos, illustrations, and even a beer coaster with notes. It’s crucial that this information management is adequately and professionally structured. When this is the case, all documents are available at the right time in a specific work process, for the appropriate official, in the correct form.
How does the government ensure adequate information management?
Conscientious handling of information is extremely important. All information can later be essential in responding to a parliamentary inquiry, an Open Government Act (Wet open overheid or Woo) request, or to a colleague. But how does the government ensure good information management? In addition to legislation, the Baseline Digital Information Management has been established. This framework of standards forms the foundation for sustainably accessible and reliable government information. The Baseline Information Management for the Central Government (BIHR) assists with 7 standards in:
- Measuring and steering the quality of information management.
- Structuring and improving information management.
- Digitalising business processes.
- Serving as an assessment framework for departmental audit services.
Why is information management an issue?
There’s an increasing demand from society for the openness of information. The number of Open Government requests has risen in recent years. Departments struggle to respond quickly and adequately to these requests, especially post-digitalisation. It’s not easy to simply retrieve the right information, which is often hidden in a multitude of sources like departmental drives, Document Management Systems, Collaborative Spaces, and emails. Retrieving emails can be particularly challenging, as it’s not a standard for mailboxes to be archived upon an employee’s departure.
Why is digital information hard to find?
The volume of available information and sources has massively increased due to digitalisation. The method of archiving has also evolved. As digitalisation progresses, the professional archiving function changes, and employees, often unknowingly, become responsible for archiving. The government has guidelines (including BIHR) and legislation (Open Government Act and Archive Act), but these can be complex and challenging to comply with. Therefore, the entire government is actively working on improving information management.
How can we organise our information management effectively?
The Government Programme for Sustainable Digital Information Management (RDDI) assists in future-proofing information management within the Kingdom. MOOI focuses on modernising legislation regarding disclosure. RDDI ensures that the necessary information management is in place and provides employees with clear guidelines and user-friendly tools to contribute to the quality of government information.
How do we steer the Government Programme for Sustainable Digital Information Management?
The executive board of the Government Programme for Sustainable Digital Information Management comprises the Director-General for Government Organisations (DGOO), the Secretary-General of the Ministry of Education, Culture and Science, and the Steering Committee of the Government Programme for Sustainable Digital Information Management, representing all departments, the Tax and Customs Administration, and the National Archive. The programme is led by a programme director, who oversees the day-to-day management of the projects.
