iShare General Awareness

Sioned Phillips

Making the most of our informationManteisio i’r eithaf ar ein gwybodaeth

iShare

Agenda

• What is iShare?

• Why are we implementing iShare?

• Benefits

• Roles

• Rollout

• Questions

“A single repository for all of our information, a computer system that stores not only electronic records but also information about physical files and records.”

iShare

What is iShare?

• Electronic Records and Document Management System (ERDMS)

• Both public and private sector organisations use this software

• It will be rolled out to all staff across the Welsh Assembly Government

Why are we implementing iShare?

• Reduce complexity

• Comply with Legislation

• Share information – cross-departmental working

Benefits - Organisation

• Comply with data protection and information management legislation

• Easier to store, find and share our information

• Fewer paper files

Benefits - Staff

• Spend less time searching for electronic and physical documents

• Reduce email traffic

• Easier collaboration with colleagues

• Automatic version control

How it will work

• Corporate File Plan

• Virtual File Plan - Handy

• P drive read only/ H drive quota

Key roles• Records Management Support Officer (RMSO):

– Nominated from within teams/branches– Main point-of-contact between team and iShare

Project/ Records Service– Receive additional system training– File plan development with the Business Expert– Creates files for team/branches in line with their

requirements and CFP constraints

• Business Expert– No defined long-term role in iShare– Understands branch information and activities– Takes part in file-planning activities with RMSO

Standard Rollout Schedule*Wk 1 Wk 2 Wk 3 Wk 4 Wk 5 Wk 6 Wk 7 Wk 8 Wk 9 Wk 10 Wk 11 Wk 12

Awareness

Corporate File Planning & System Audit

End User Training& Deployment

RMSO Go LiveTraining

Post GoLive Support

Business Change Management

Stakeholder Management

*Based on a Department of approx 250-300 people, with several divisions and approximately 5000 files

iShare Training

• 3 key steps in the training process:– classroom training for half a day– Self-help training using exercise and user

guide– desk-side post-training support (usually 1

week after classroom training)• Limited window of opportunity

• Start preparation work – housekeeping paper and electronic records

• System Audit – looks at your team’s software applications and technology

• File plan discussions – all team members to feed into this process

What are the next steps?

FAQs

• Linked Spreadhseets/ Databases?

• File restrictions?

• Can I personalise iShare?

• Virtual File Plan/Handy

Questions?

Achieving Excellence