Who won an award for information management?

Hand throwing confetti

Big congratulations to the Information Services, Information Management Portfolio, Business Enablement Team (BET)!

They were awarded the Harry Haxton Shield at the Records & Information Management Professionals Australasia (RIMPA) State Conference in May.

Our hardworking team was honoured to receive the award which recognises outstanding achievements and contributions to the records and information management industry.

So how does the Business Enablement Team contribute to knowledge sharing?

Well, they help academic and business units across Griffith University to effectively manage information through tools such as digital workflow and SharePoint.

The Business Enablement Team have successfully:

  • Set up a SharePoint site for a School to share their procedural documents, forms and other related information
  • Established a Compliments and Complaints register.
  • Created a team site for an Academic Group to share policies and procedures, as well as information about activities and events across all of the Group.
  • Worked with a business unit to create 25 team and community sites across their element to manage information.
  • Created a workflow to automate the University’s program approval process for creation of new and changes to existing programs.
  • Provided training and user support to assist the University community in effectively using these tools and systems.
  • Provided information management advice to Griffith-wide projects.

Do you need help with SharePoint? Check out BET’s SharePoint Master Class Blog for helpful hints and tips, or book into a drop-in session.

SharePoint drop-in sessions are run twice a week. You can book these sessions in 15-minute blocks for up to an hour. Come along and ask your tricky SharePoint questions.

Email the Business Enablement Team or request a job via the IT Help Desk on x55555.

And the winner is… the Information Management Team!

Gabrielle Ingram, Manager, Corporate Information

Gabrielle Ingram, Manager, Corporate Information

Griffith University’s Information Management Team are the proud joint recipients of the Inaugural Chris Simpson Award for Partnership and Teamwork.

This prestigious award from the Queensland Local Government & Corporations Chapter of RIMPA (Records and Information Management Professionals Association of Australasia) recognises individuals or groups who have worked cooperatively toward a common goal, utilising an effective method of transferring ‘know how’ to create sustainable working relationships that enable the elevation of recordkeeping within an organisation.

Griffith’s Information Management Team were nominated for the award by Queensland State Archives who have been particularly impressed with the community of sharing and engagement between the following local universities.

Griffith University, Sunshine Coast University, Queensland University of Technology and the University of Queensland have been working together to discuss current recordkeeping and information management issues and potential solutions within the sector.

Read the rest of this entry »

Have you received an email from IFLA?

  • You may have received an email recently from Ellen Broad of IFLA (International Federation of Library Associations & Institutions) about WIPO disarray, 1.30am meetings and diplomatic uproar. What’s it all about?

Back in February this year, INS drafted a response to an ALIA survey on international library lending – that is, when Griffith loans and borrows materials from overseas libraries. This may be simply emailing an article to a library overseas, as currently happens amongst Australian libraries. Increasingly we can’t offer this service to scholars because of heavily restrictive licensing laws overseas, or as Ellen Broad puts it:

In the digital environment, publishers could be described as our copyright policy makers. They determine what services we are permitted to provide to patrons in our communities, in our countries – the exceptions and limitations crafted by our government policy makers to ensure libraries are able to fulfil their services in the public interest no longer apply.

While that’s a blunt appraisal, the Griffith Document Delivery Services (DDS) team tries in every way possible to deliver information requested by scholars, but often can’t if it’s overseas. DDS staff work to foster international research, scholarly collaboration and cultural preservation, and in principle should be able to facilitate access to information by people wherever they are in the world. But in practice it doesn’t work to have national copyright frameworks that prevent cross border digital transfer of information.

Fast forward to May and INS staff were delighted to see the survey results (para.9) were used to reinforce Trish Hepworth’s (Australian Digital Alliance) argument at the WIPO (World Intellectual Property Organisation) meeting in Switzerland for why licensing barriers should be addressed to craft an international treaty so that Libraries and Archives can share content internationally. It appeared to catch the EU and industrialised nations by surprise, resulting in “stonewalled resistance.” Vigorous negotiations continued until the meeting ended “in disarray” at 1:30am the next day.

In a media release, IFLA Deputy Secretary General Stuart Hamilton expressed disappointment about the EU’s stance at WIPO:

For the past three years, Member States have been looking at draft texts on copyright exceptions for libraries and archives. The EU is now trying to pretend these don’t exist. We’re frustrated, and deeply disappointed. It appears the EU came to WIPO with one goal in mind: to kill the discussion.

The pushback was expected and negotiation will be ongoing. The reverberations from this breakdown (one of many since 2003) include the issuance of an alarmist media statement by international publishers and their representatives that allowing libraries to share collections (aka email an article – which already happens within Australia) across borders would “severely prejudice” all creative industries (PDF) and also a statement that the Marrakesh treaty (which allows sharing of works for disabled persons) was negotiated in a hurry so should be revisited, which threatens a rewind. IFLA are countering by petitioning for a treaty to allow cross border sharing – hence the email from Ellen Broad of IFLA.

My  advice regarding the email is that if you personally want to support the IFLA statement, read it carefully to ensure you understand it and sign it as an industry professional. Any response from Griffith University as an institution may be made via the PVC INS and possibly via ALIA or the Australian Digital Alliance.

As always, WIPO exists as a pool for debate on global intellectual property issues, and this debate shall continue. INS will continue to take part in sensible initiatives that underpin international research and scholarly collaboration.

Dr Anna Daniel, Information Policy Officer

Changed privacy laws may affect you

  • The Australian Privacy Commissioner’s recent visit to Griffith highlighted a number of significant changes to privacy laws. Do they impact you?

To celebrate 2014 Privacy Awareness Week the Friends of the Library hosted Australian Privacy Commissioner, Timothy Pilgrim, earlier this month.

The Commissioner outlined the most significant changes to privacy laws in over 25 years and their affect on a large section of the community. The changes include a new set of Australian Privacy Principles (APPs) that will regulate the handling of personal information by Australian Government agencies, businesses with a turnover of more than $3 million or those trading in personal information and all private health providers. There are also changes to the credit reporting provisions of the Privacy Act and new regulatory powers for the Office of the Australian Information Commissioner (OAIC), including the power to conduct a privacy performance assessment, accept an enforceable undertaking and, in the case of serious or repeated breaches, seek civil penalties.

The changes to privacy laws aim to bring our laws up to date with contemporary information handling practices, including global data flows. The Commissioner noted that ‘being up front with customers and having good privacy practices in place makes good business sense. It is also consistent with community expectations’.

The Commissioner discussed what he sees as the main issues surrounding privacy at the moment including:

  • managing our digital identity: we are at risk of disclosing too much of our personal information online
  • data breaches are increasing: the OAIC received 10,576 privacy enquiries and 1,496 privacy complaints in 2012-13 and has already received 30% more complaints this financial year
  • transparency: businesses need to be more open about how they use their data, which can include your personal information
  • ensuring respect for the dignity of individuals.

One of the key messages from Mr Pilgrim’s presentation was that we all need privacy to be free: to innovate, to think, to argue and act as part of a democracy. Protecting our privacy is paramount to life as we know it.

For more information, visit the Friends of the Library website to view Mr Pilgrim’s presentation.

The latest news about privacy can be found on the Australian Government’s Office of the Australian Information Commissioner website.

May is Information Awareness Month!

  • Information Awareness Month (IAM) aims to increase public awareness of information and its value in all aspects of daily business life.

A number of events were held during May to focus attention on the role that information plays in day to day activities, while highlighting the value of good information practices and policies.

The theme for IAM 2014 is ‘Collaboration and Innovation’. Join the conversation on twitter by following @naa_digital or using #IAM_2014.

What is happening at Griffith during May?

  • PRIVACY MATTERS: As part of Information Awareness Month, Griffith University Friends of the Library hosted Australian Privacy Commissioner Timothy Pilgrim at the Nathan campus on Thursday 8 May. Mr Pilgrim outlined the most significant changes to privacy laws in over 25 years and their affect on a large section of the community. Read more.
  • NEW TRAINING MODULE: INS is launching a new Prezi training module (you heard it here first!) on Data and Information Storage at Griffith, with a one page information sheet to keep as a handy reference.
  • ADDITIONAL RESOURCES: If you haven’t already seen them, there are a few other resources that can help you navigate the world of Information Management: