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Corporate Information & Data Management Governance Board 
(CIDMGB)  

Minutes 
 
21st April 2009 
3:00 p.m. – 4:00 p.m. 
Room 3.15 P/H 
 
 
Present: 
 
Head of Information & Data Management (Chair) 
 
 
Governance & Data Quality Manager 
 
 
Process & Data Manager 
  
Systems 
Improvement 
Manager 
 
 
Internal Communications Officer 
  
Customer 
Services 
 
 
Head of Improvement, Innovation & Information 
  
Business 
Manager 
 
 Improvement 
Manager 
 
 
 
Apologies:   
Interim Customer Services Director 
  
Knowledge 
Manager 
  
Calidcot 
Guardian 
 
 
Interim Head Client Management & Performance 
 
 
 
 
 
 
Agenda Item 
Action
 
1. 
Introductions  
 
D thanked all the members for attending and their efforts in getting the policy   
documents reviewed in time for submission to Corporate Board. 
 
Welcome to: 
  Process & Data Manager; and  
  Systems Improvement Manager  
 
2. 
Minutes of last meeting – the minutes of the Inaugural meeting held on the   
12th March 2009, were agreed 
 
3. 
Priorities and Action Plan 
 
Elected member champion – Due to the Easter break Cllr David Scott has been    
unable to respond to champion Information & Data Management.  An update   
will be provided at the next meeting. 
 
 
 
Policy documents which have been submitted for Corporate Board and Cabinet   
approval are: 
 
•  Information Security Policy 
 
•  Acceptable Use Policy 
 
•  Data Quality Standards 
 
•  Information & Data Handling Charter 
 
 
 
Implementation for the above documents if not called in is  the 18th May 2009. 
 
 

 
 
  
The board agreed to submit the following corporate IDM framework documents   
to the Cabinet meeting on the 2nd June 2009: 
 
 
 
•  Email Management Guidance 
 
•  Access Control & User Policy 
 
•  Corporate Data Quality Strategy + Appendix 1 – Action Plan 
 
•  Corporate Data Quality Policy 
 
 
 
CIDMGB Members received and commented on the above documents in the    
previous distribution round following the inaugural meeting.  Suggested   
changes have been incorporated where possible, where it has not been 
possible, discussions have taken place with specific CIDMBG Members 
concerned. These documents will be forwarded to all CIDMGB members by the 
close of business on Friday 24th April 2009, to allow a further 1-week 
consultation period, as agreed.   Please forward changes to K  by the close of 
business on Friday 1st May 2009, copying D in on your email.  This will allow 
time to make any further changes that may be required to the documents before 
the deadline for submission of reports, which is the 7th May 2009.  Please use 
track changes.   
 
Consultation with Directors will run in parallel given the short timescales.  The 
report and documents will be sent to Directors no later than Monday 27 April 
2009.  All CIDMGB members will be copied in on the email for information. 
 
Timetable for response in order to meet the Cabinet deadline as listed: 
 
Cabinet Forward Plan 
13th May 2009 
 
Corporate Board  
7th May 2009 
 
Cabinet Meeting 
2nd June 2009 
 
Implementation Date if not called in 
15th June 2009 
 
Data Quality Strategy  
Discussion around the Data Quality Strategy.  The strategy was formulated in 
consultation with partners, colleagues for across other local authorities, it is 
based on best practice and the Audit Commission recommendations resulting 
from the 2008 Data Quality KLOE. 
 
Policy Development 
It was felt that there might be step missing in the policy development process 
and perhaps we should consider a further level of consultation with DMT’s? 
 
Board agreed: 

CIDMGB structure (and responsibilities) chart.  Approved by Corporate 
Board provides that approval process. 

Directors have committed to the implementation of the CIDMGB 

CIDMGB members are responsible for ensuring consultation on all 
Corporate IDM framework documents is carried out in their agreed areas 
of responsibility. 

This stage is about the approval and implementation of policies 

Policies will be reviewed annually and could be presented to DMT’s at 
this stage. 
 
Equality Impact Assessments (EIAs) were sent to W, these have subsequently 
been forwarded to A for consideration.    K  to provide an update to CIDMGB 

 
 
  
members on receipt of feedback from  A 
D asked if the board are happy with the communication process in respect of 
the policy documents.  All agreed ok. 
 
P suggested a Forward Plan of policies be developed and policy approval 
timetable to enable them to window in appropriate time to review the 
documents.  D and K will progress this. 
 
The Board agreed to a two-week turnaround time to review all policy framework 
documents.   
 
 
D  asked P for an electronic version of the Core HR policies flowchart  
Due to the volume of policy documents that will need cabinet approval, Tim 
asked if Cabinet could delegate approval to Corporate Board as they see fit.  D  
explained that this would not be advisable as they would need Cabinet sign-off 
and cannot delegate back down to Corporate Board.  The purpose of the 
CIDMGB structure is to enable the Council to demonstrate commitment to 
Corporate Information & Data Management at the very highest levels. 
 
To enable members to scan quickly through the action plan, it was requested 
that a brief description be added under each of policies listed in the action plan. 
 
A corporate IDM portal to be developed on intranet for this group.  Interim 
solution could be to use the IDEA “Communities of Practice”, which works well 
for Information Sharing Steering Group (ISSG). 
 
4. 
Operations Group 
 
CIDMGB Members have been consulted on the draft Terms of Reference for 
the proposed CIDM Operations Group, members requested to see the 
document again.  Document will be sent 22nd April 2009, deadline for response 
Friday 24th April 2009. 
 
Those departments identified in the draft TOR will be consulted with on the 
establishment of the operational board and their proposed involvement once the 
CIDMGB Members have provided their final feedback on the TOR.  Feedback 
on this consultation process will be provided to the CIDMGB on completion of 
the exercise. 
 
5. 
Government Connects Update 
 
P  gave overview of progress.  Policies and security are paramount.  Scope of 
the project is only for Housing Benefit at the moment, Social Services may be in 
the 2nd phase and other Business Areas, but no phases have been developed 
as yet.    Impact on service areas and exploring that with services.  M and E 
should be notified. 
6. 
Main Agenda Items 
 
11th June 2009 (Room 3.11, 2.00pm – 4.00pm) 
•  Developing Systems Matrix – Workshop  
 
 
 
P to produce list of systems matrix (systems and owners) and to discuss with R 
how data is extracted, reported, how and when. 
7. 
Date of the Next Meeting 
 
Thursday 21st May 2009 - 3.00pm – 4.00pm in room 3.15 
 
 

Document Outline