Document management The following defines the user experience direction (requirements) for working with general office documents. Objective A user will have a consistent experience for creating, searching, accessing, maintaining and sharing documents (any data e.g. PDF, rich text documents, spreadsheets, images etc…). Reference Direction Category User Experience DM-01 A user will have System One common document management (DM) access to a common environment for consistent data access government document regardless of the actual department or agency. management system The following requirements are an extension to the common DM environment listed in DM-01. DM-02 Compliant with Policy by stealth’ The DM environment ‘Compliance – security and records makes it easy to comply with records management policies management policies. One data classification schema. Consistent approach in applying protective markings. Consistent data version and archiving controls. Caters for Cabinet-In-Confidence. DM-03 VERS-compliant Policy Unknown to the user, the system will comply with the Public Records Office Victoria (PROV) Victorian Electronic Records Strategy (VERS). DM-04 Access to team sites Data Common team sites and team folders for and/or folders segregation of data. DM-05 Access to personal Data One personal work folder that never changes, (work) folders including during MoG or a voluntary change from one department to another. DM-06 Sharing and linking Share File and/or folder sharing within the government and external agencies where applicable. Allows for sending links to documents rather than the document itself reduces redundant – copies, improves collaboration and improves security. DM-07 Co-authoring Share Online/real time co-authoring (for some documents) allows for improved efficiency in creating and updating documents. DM-08 Access methods Access Access to the DM environment will be available from any device and location. DM-09 Enterprise search Search Common tools for searching across the repository. Improve accuracy and response time of FOI requests. DM-10 Minimise impact of System Common repository minimises the impact of MoG MoG changes. Large data transfers will become changes in security and permissions. Data moves within the common repository and retains metadata, version history and access logs.
Document management The following defines the user experience direction (requirements) for working with general office documents. Objective A user will have a consistent experience for creating, searching, accessing, maintaining and sharing documents (any data e.g. PDF, rich text documents, spreadsheets, images etc…). Reference Direction Category User Experience DM-01 A user will have access to a common government document management system System One common document management (DM) environment for consistent data access regardless of the actual department or agency. The following requirements are an extension to the common DM environment listed in DM-01. DM-02 Compliant with security and records management policies Policy ‘Compliance by stealth’ – The DM environment makes it easy to comply with records management policies. One data classification schema. Consistent approach in applying protective markings. Consistent data version and archiving controls. Caters for Cabinet-In-Confidence. DM-03 VERS-compliant Policy Unknown to the user, the system will comply with the Public Records Office Victoria (PROV) Victorian Electronic Records Strategy (VERS). DM-04 Access to team sites and/or folders Data Common team sites and team folders for segregation of data. DM-05 Access to personal (work) folders Data One personal work folder that never changes, including during MoG or a voluntary change from one department to another. DM-06 Sharing and linking Share File and/or folder sharing within the government and external agencies where applicable. Allows for sending links to documents rather than the document itself – reduces redundant copies, improves collaboration and improves security. DM-07 Co-authoring Share Online/real time co-authoring (for some documents) allows for improved efficiency in creating and updating documents. DM-08 Access methods Access Access to the DM environment will be available from any device and location. DM-09 Enterprise search Search Common tools for searching across the repository. Improve accuracy and response time of FOI requests. DM-10 Minimise impact of MoG System Common repository minimises the impact of MoG changes. Large data transfers will become changes in security and permissions. Data moves within the common repository and retains metadata, version history and access logs.
Statement-of-Direction-Workplace-SoD-01-V1.1.docx