Project Resource Update
The Project Manager and Project Support & Information Management Officer roles are still in place within the project team. As of March 2024, recruitment is ongoing for a replacement Business Analyst due to a resignation at the end of 2023.
Project Activities Update
In May 2023 a Project Board meeting was held where the main focus was to agree initial data cleanse activities. The Project Board decided that the data cleanse activities should be paused and that the project team should identify the critical project activities in line with the PRSA RMP requirements and Internal Audit findings. This was due to timescales and stakeholder buy in concerns around the scale of the data cleanse activities. The critical project activities work was presented to the Project Board in September 2023 where four project approach scenarios were identified along with the Pros and Cons for each. The Project Board agreed that work should proceed on core priority workstreams over the course of a 2 ½ year project timeframe i.e.:
(1) Retention & disposal
(2) BCS
(3) New file structure
(4) File auditing
(5) Naming convention
(6) Digital Services back-ups retention
(7) Vital records
The scale of the challenge to manage legacy data (data cleanse, de-duplication, mapping to new file structure, migration) was acknowledged by the Project Board and it was decided that legacy data will be out of scope for the project. It was agreed that the level of buy-in required from both staff and senior management to deal successfully, and within the timeframe of the project, with legacy data cannot be realistically secured by the project and would not be maintainable over the course of the project. It was therefore decided that the management of legacy data will be progressed as a BAU activity over a longer timeframe. Activities are ongoing as part of BAU to identify routes for this work to take.
A decision is outstanding on the options of procuring an EDRMS or implementing a records management system on the Azure Cloud. Management of the legacy data is likely to include (once a new file structure with appropriate naming conventions and version control is in place) read only access with any new records managed in the new file structure. The option of using SharePoint as a service through Scottish Government was considered as an EDRMS, however, it was agreed that the service would not allow for appropriate records management functionality.
BCS Workstream Progress
(1) Agreed BCS approach (function, activity, transaction)
(2) Identified BCS contributors (Project User Group & Senior Users)
(3) Workshop planning
