Electronic Information Management

Overview

Electronic Information Management (EIM) covers three domains, namely Content Management (CM), Records Management (RM) and Knowledge Management (KM). EIM aims to take a strategic approach to achieving effective information management through wider use of information technology (IT) and associated culture change so that information can be created, stored, used, disseminated, retrieved and archived in a well managed manner and be readily available for day-to-day operational use, proper recordkeeping, knowledge sharing and decision support.

The Government of the Hong Kong Special Administrative Region completed its First Wave of EIM study in October 2010. The study report has identified the following elements for a government-wide EIM strategy:

1. The objective of EIM is to improve overall Government operational efficiency;
2. Bureaux and departments (B/Ds) should adopt a strategic approach to examine different capability areas in technology, process, people, and governance during the planning and implementation of EIM;
3. B/Ds should take forward electronic records management (ERM) as an integral part of the EIM initiative and adopt an electronic recordkeeping system (ERKS) which complies with the functional requirements developed by the Government Records Service to drive ERM in the Government;
4. B/Ds should follow the government-wide EIM standards and guidelines to achieve synergy; and
5. EIM components, such as collaborative working and ERKS services, should be provided as common shared services for B/Ds as implementation options to reduce implementation cost, time and risks.

To facilitate B/Ds to take a strategic approach, the study recommended the adoption of an EIM framework by B/Ds to develop their EIM strategies in a consistent manner so as to achieve better content, records and knowledge management. In addition, it provides a means for the Government to reinforce specific EIM mandatory requirements which all B/Ds should follow and enable a mechanism to build up and share a body of EIM knowledge within the Government.

EIM Framework

Successful EIM implementation is not only the adoption of appropriate electronic solutions.  B/Ds are advised to adopt a strategic approach to examine different capability areas of Strategy, People, Process, Technology and Governance for developing their organisational EIM strategies. 

Strategy - what to do and what NOT to do. It facilitates individual B/D to define organisational level EIM strategy.

Process - how to deploy process to support the Strategy implementation in the most cost-effective way and be integrated with Technology and People capabilities.

Technology - how to build technology to support the Strategy implementation in the most cost-effective way and be integrated with Process and People capabilities.

People - how to get people ready for the changes in Process and Technology to support the Strategy implementation. It facilitates individual B/D to define organisational level change management programme.

Governance - how to make the Strategy implementation sustainable with continuous improvements. It facilitates individual B/D to define the governance required.

Full Implementation of ERKS in the Government

To facilitate B/Ds to take forward ERM which is an integral part of the EIM initiative and adopt ERKS, DPO, in collaboration with Government Records Service, is deploying a Central ERKS to support full implementation of ERKS in the Government to enhance efficiency in preserving and managing government records. The Government aims to roll out the Central ERKS to all government B/Ds by the end of 2025.