Information management

The Information management policy framework (IMPF) identifies and defines the various domains which contribute to effective information management across the Queensland Government.

It is an organising framework for establishing a common viewpoint and shared understanding of the broad scope of information management activities undertaken. Additionally, it can be used as a tool to categorise information management activities which can then form the basis to:

• undertake gap analysis
• discover duplication.

The IMPF has 2 levels of domains. Level 1 domains are high-level domains that cover all information management activities across government. Each level 1 domain has 1 or more level 2 domains. Level 2 domains define the specific elements of their parent domains.

The level 1 domains are:

Information governance (IM-1)

This domain focuses on overall policy, planning, architecture and direction for information and information management practices across government.

Knowledge management (IM-2)

This domain focuses on an integrated approach to managing knowledge across government. This includes:

• building upon existing knowledge assets
• deriving additional value from knowledge assets
• making valuable linkages between knowledge assets.

Information asset management (IM-3)

This domain focuses on full life-cycle management of information as an asset and classifying it so it can be found and used across government.

Information access and use management (IM-4)

This domain focuses on sharing, licensing and use of information so that the access and usage controls of information assets are clear and widely understood in order to make all information assets easy to find and utilise as widely as possible.

Records management (IM-5)

This domain focuses on ensuring:

• legislative and regulatory record keeping requirements are met
• the business need of clear accountability requirements is fulfilled
• community expectations on the proficient and appropriate management of public records is met.

Data management (IM-6)

This domain focuses on managing and maintaining the government data that underlies our information assets.

Information security (IS)

This domain focuses on protecting government information assets from:

• unauthorised use
• accidental modification
• loss
• release to the public.

Information and data governance are similar. The Data Management Body of Knowledge defines data governance as the exercise of authority, control and shared decision-making over the management of data assets. The Queensland Government Enterprise Architecture (QGEA) defines information governance as the system by which current and future use of information and its management is directed and controlled.

Information governance

The QGEA’s Information governance policy mandates that agencies must implement a formal information governance practice.

Supporting resources include:

• Implementing information governance guideline (guidance on implementing information governance in line with policy, including roles, responsibilities and reporting functions)
• Information asset custodianship policy (IS44) (guidance on identifying information assets and assigning appropriate custodianship roles and responsibilities across their lifecycle)
• Information management roles and responsibilities guideline (guidance on implementing the policy requirements of the Information asset custodianship policy)
• Information management maturity development resource (guidance on assessing information management maturity and developing strategies to improve their information management practices).

Data governance

The QGEA’s Data governance guideline provides agencies with information on how to plan, monitor and control their data. It defines:

• what data governance is
• what needs to be governed
• why data governance is important.

The guideline includes implementation scenarios which show what data governance may look like in a various circumstances.

The Data sharing framework allows for agencies with a coordinated and unified approach to data sharing that aligns with existing procedures while offering flexibility for scenarios where no specific processes are in place.

This framework encourages informed decisions, more effective policies, and an enhanced understanding of the needs and expectations of the community.

The framework provides guidance around:

• why share data
• what data can be shared
• how data can be shared
• when to share data
• who can share and receive data
• what happens after sharing data
• resolving disputes.

When information management is used as a tool to solve business problems rather than just a compliance activity, it delivers broad and practical benefits.

For agency leaders and executives

Good information management provides reliable, high-quality information that supports better service delivery and helps reduce the risk of delivery failure.

The benefits include:

• managing risk
• achieving strategic outcomes
• identifying opportunities
• encouraging growth and success
• informing planning (for example service delivery and disaster management)
• saving money and maximising value.

For business owners and managers

Good information management supports access to reliable, high-quality information and timely information sharing.

The benefits include:

• supporting decision making
• achieving business outcomes
• improving planning and continuity
• allocating resources effectively
• identifying opportunities
• predicting trends.

See the When a child is missing report (PDF) for more on the importance of timely information sharing.

For information management practitioners

Good information management means building understanding across the agency, from employees to managers and executives, of its value and importance. It also means identifying business problems and showing how effective information management can help address them.

The benefits include:

• assisting business to achieve its outcomes
• obtaining support and budget for initiatives
• sharing information with other agencies
• building capabilities
• safeguarding vital information
• achieving compliance
• managing information and records across the lifecycle of an organisation’s activities.

For agency employees

Good information management ensures employees understand their responsibilities and are actively supported in managing information appropriately.

For agency employees, the benefits include:

• finding information easily
• saving time and effort
• meeting performance obligations
• supporting decision making.

For elected officials

Good information management supports efficient government operations and helps meet community expectations.

The benefits include:

• improving outcomes
• meeting objectives
• developing effective strategy and policy
• identifying trends and opportunities
• targeting services and programs
• saving money and maximising value
• planning for the future.

For researchers and data analysts

Good information management means information assets are visible and useable for research and data analysts. They need to know what information exists, where it’s located, who the custodian is, and how to request access to it.

The benefits include:

• knowing what’s available
• identifying opportunities
• analysing trends
• solving problems
• producing well-informed outcomes
• contributing to the body of knowledge.

For Queenslanders

Good information management means maximum value and joined-up services. Sharing information might even result in identifying new service delivery options or informing people-centred policy development.

The benefits include:

• improved service delivery
• better value for tax dollars
• stronger privacy safeguarding
• targeted and joined up services
• reduced duplication
• increased trust in government.

See Logan together for an example of how access to a range of government and community data can improve outcomes.

For more help and support, visit:

• Information management work plan template
• Information management policy framework
• Information management strategic framework
• ICT risk management resources.