## Ministry Of Justice Information Management Assessment Programme Action Plan

| #                                    | Recommendation                | Actions    | Priority    |
|--------------------------------------|-------------------------------|------------|-------------|
| High/Low/                            |                               |            |             |
| Medium                               |                               |            |             |
| R1                                   |                               |            |             |
| MoJ to demonstrate active and        | Action:  MoJ HQ and NOMS      | High       | On-going    |
| continual support of KIM at Board    | to obtain Board-level support |            |             |
| level which is effectively distilled | for KIM proposals to address  |            |             |
| throughout the organisation.         | IMA actions.  To include a    |            |             |
| mandate to undertake an              |                               |            |             |
| EDRM Replacement                     |                               |            |             |
| Programme which integrates           |                               |            |             |
| collaborative working and            |                               |            |             |
| good information governance.         |                               |            |             |
| R2                                   |                               |            |             |
| The KIM Team to collate and          | Action:                       |            |             |
|                                      |                               |            |             |
| MoJ KIM Team to                      |                               |            |             |
|                                      |                               |            |             |
| High                                 | Dec 2011                      | Knowledge  |             |
| share examples of good KIM           | review existing advice and    |            |             |
| practice across the Department.      | guidance and publicise        |            |             |
| across the Department with           |                               |            |             |
| support from the Information         |                               |            |             |
| Manager network.                     |                               |            |             |
| R3                                   |                               |            |             |
| MoJ to provide clear guidance on     | Action: MoJ KIM Team in       | High       | Dec 2011    |
| the use of corporate information     | collaboration with ICT to     |            |             |
| management systems, ensuring         | assess current policy and     |            |             |
| that their use is part of internal   | guidance in relation to       |            |             |
| governance processes.                | corporate information         |            |             |
| management systems to                |                               |            |             |
| ensure they meet user needs          |                               |            |             |
| and adhere to best practice.         |                               |            |             |
| R4                                   |                               |            |             |
| The KIM Team to publicise its role   | Action: MoJ KIM Team to       | High       | Dec 2011    |
| to ensure that staff know who        | refresh intranet pages and    |            |             |
| they should approach for help on     | include KIM messages in       |            |             |
| KIM.                                 | relevant Departmental         |            |             |
| communications to ensure             |                               |            |             |
| staff are clear on who to            |                               |            |             |
| approach for advice and              |                               |            |             |
| guidance.                            |                               |            |             |
| R5                                   |                               |            |             |
| MoJ to ensure that all relevant      | Action: MoJ KIM Team and      | High       | On-going    |
| ICT projects include information     | ICT to work in partnership to |            |             |
| management considerations            | undertake the EDRM            |            |             |
| working in conjunction with the      | Replacement Programme.        |            |             |

 

| Timescal            | Owner                  |
|---------------------|------------------------|
| e                   | d?                     |
|                     | Yes/No                 |
| Board-level support |                        |
| and                 | agreed in principle to |
| Information         | establish an EDRM      |
| Management          | Replacement            |
| Team.               | Programme.             |
| Guidance reviewed,  | Complete               |
| and                 | updated and            |
| Information         | published.             |
| Management          |                        |
| Team                |                        |
| Guidance reviewed,  | Complete               |
| and                 | updated and            |
| Information         | published.             |
| Management          |                        |
| Team and ICT        |                        |
| Guidance reviewed,  | Complete               |
| and                 | updated and            |
| Information         | published.             |
| Management          |                        |
| Team                |                        |
| Board-level support |                        |
| and                 | agreed in principle to |
| Information         | establish an EDRM      |
| Management          | Replacement            |
| KIM Team.                          | Division and                 |
|------------------------------------|------------------------------|
| R6                                 |                              |
| MoJ to reassess the IM role to     | Action: MoJ KIM Team to      |
| ensure they support the KIM        | refresh Information Manager  |
| agenda more effectively and their  | role, and expand across MoJ. |
| responsibilities are cascaded      | NOMS to continue             |
| throughout the Department.         | communicating the LIM role   |
| to establishments.                 |                              |
| R7                                 |                              |
| MoJ to continue to identify and    | Action: Information          |
| define its information assets,     | Operations to continue       |
| raising awareness of their         | working with the business to |
| importance and responsibilities    | identify information assets  |
| among key staff                    | and ensure they are          |
|                                    | managed appropriately        |
| R8                                 |                              |
| NOMS to extend the definition of   | Action: Risk description     |
| information risk to cover risks to | included on the NOMS         |
| the completeness, availability and | strategic information risk   |
| usability of digital information.  | register.                    |
| R9                                 |                              |
| MoJ to implement a What to Keep    | Action: KIM Team to continue |
| project, with the support of The   | publicising the Department's |
| National Archives, to implement    | What To Keep guidance via    |
| the What To Keep Guidance.         | MoJ communications           |
| channels.  NOMS to review          |                              |
| existing guidance and amend        |                              |
| and republish as necessary.        |                              |
| R10                                |                              |
| MoJ to evaluate its options for    | Action: MoJ KIM Team,        |
| corporate information storage,     | NOMS and ICT to review       |
| assessing its EDRM capability      | Departmental corporate       |
| and the potential for more         | information management       |
| rigorously structured and          | systems to assess associated |
| monitored shared drives to meet    | risks and business need in   |
| its needs.                         | line with the proposed EDRM  |
| Replacement Programme              |                              |
| planning.                          |                              |
| R11                                |                              |
| MoJ and NOMS to assess and         | Action: NOMS study in        |
| mitigate the ongoing risk of       | progress to assess potential |
| managing and handling prisoner     | solutions.                   |
| records from a number of           |                              |
| sources.                           |                              |
| R12                                |                              |
| Staff must be instructed to store  | Action: KIM Team to provide  |
| corporate information in the       | interim guidance on use of   |
| appropriate system. Technical      | corporate information        |
Programme. 
ICT 
Information Manager 
 
and 
role assessment 
Information 
underway. 
Management Team 
 
 
Operations Division. NOMS 
 
Complete 
2011 
Information Policy and Assurance 
Team 
Knowledge 
MoJ HQ What to Keep 
Complete 
2011 
and 
guidance now in place. 
Information Management Team Knowledge 
The EDRM 
 
2012 
and 
replacement 
Information 
programme is 
Management 
underway and initial 
Team and ICT 
high level business requirements meetings are taking place. 
NOMS 
 
 
ce 
Information 
October 
Policy and 
2011 
Assurance Team 
Guidance for corporate 
 
and 
management 
Information 
information systems 
| controls should be considered to    | management system while        |
|-------------------------------------|--------------------------------|
| minimise the risks.                 | development of the TRIM        |
| Replacement Programme               |                                |
| takes place.  NOMS to               |                                |
| address through HERM.               |                                |
| R13                                 |                                |
| The IT function should work in      | Action: KIM and ICT to         |
| partnership with KIM and            | establish closer working       |
| business units to support good      | practices via regular meetings |
| working practices, and ensure       | and Board level                |
| that technology meets               | representation.                |
| requirements for the                |                                |
| completeness and availability of    |                                |
| information.                        |                                |
| R14                                 |                                |
| MoJ should continue its             | Action: To be addressed as     |
| programme of rationalising and      | part of the EDRM               |
| consolidating the technology        | Replacement Programme          |
| supporting the business.            | and as part of the Digital     |
| Efficiencies Programme              |                                |
| R15                                 |                                |
| MoJ should continue to take         | Action: To be addressed as     |
| active steps to phase out the use   | part of the EDRM               |
| of duplicate systems and            | Replacement Programme          |
| databases, decommissioning          | and as part of the Digital     |
| redundant technology.               | Efficiencies Programme         |
| R16                                 |                                |
| MoJ should ensure IT-enabled        | Action: Steps taken to         |
| change projects conduct a formal    | address this via the           |
| impact assessment of the            | Acceptance Into Service        |
| completeness and availability of    | process, the EDRM              |
| information.                        | Replacement Programme,         |
| and the Digital Efficiencies        |                                |
| Programme.                          |                                |
| R17                                 |                                |
| MoJ to continue providing access    | Action: To be addressed as     |
| to digital information as a key     | part of the EDRM               |
| requirement for projects,           | Replacement Programme.         |
| expressed in terms of meeting       |                                |
| business requirements for using     |                                |
| this information.                   |                                |
| Management      | produced.  Technical    |
|-----------------|-------------------------|
| Team and ICT    | controls under          |
| consideration.  |                         |
|                 |                         |
| and             |                         |
| Information     |                         |
| Management      |                         |
| Team, ICT       |                         |
| and             |                         |
| Information     |                         |
| Assurance       |                         |
| Team            |                         |
|                 |                         |
| and             |                         |
| Information     |                         |
| Management      |                         |
| Team, ICT       |                         |
| and Digital     |                         |
| Communicatio    |                         |
| ns              |                         |
|                 |                         |
| and             |                         |
| Information     |                         |
| Management      |                         |
| Team, ICT       |                         |
| and Digital     |                         |
| Communicatio    |                         |
| ns              |                         |
| Information     |                         |
| 2011            | Assurance,              |
| ICT and Digital |                         |
| Communicatio    |                         |
| ns.             |                         |
|                 |                         |
| and             |                         |
| Information     |                         |
| Management      |                         |
| Team and ICT    |                         |
R18 
MoJ and NOMS to agree a 
Action:  KIM to liaise with 
High 
Dec 2011 
process for managing risks to the 
SIRO network and to address 
continuity of digital records 
as part of EDRM Replacement Programme.  
R19 
MoJ and NOMS HQ to extend 
Action: WTK now in place in 
High 
June 
guidance on what information is 
MoJ.  NOMS to review 
critical to the business until a 
relevant guidance and amend 
sustainable What To Keep 
as appropriate. 
protocol is in place. 
R20 
NOMS to issue guidance on 
Action: Implementation of 
Medium 
Q1 2012 
NOMS  
 
 
standards for data entry into 
Prison-NOMIS in private 
Prison-NOMIS to enable 
sector prisons and policy in 
consistency. 
place on Prison-NOMIS to mandate entry of data items. 
R21 
MoJ to provide support and 
Action: Information 
Medium 
March 
reinforce guidance on ensuring 
Operations to review existing 
that operational and service 
guidance and liaise with ICT 
information is complete and 
to make improvements where 
accurate. 
necessary. 
R22 
KIM team to reinforce guidance to 
Action: Intranet guidance 
High 
June 
staff on maintaining sensitive 
refreshed and a single shared 
personal information. 
Information Security page set up and publicised via MoJ communications channels. 
R23 
NOMS should give careful 
Action: NOMS is planning a 
High 
To 
consideration to how it devolves 
two-year project to address 
responsibility for information 
information sharing.  
assurance to local offices. 
Information assurance workshops being conducted to raise awareness in establishments.  Information Security Officers within 
Probation Trusts being 
| Knowledge    |                    |             |
|--------------|--------------------|-------------|
| and on-      | and                |             |
| going        | Information        |             |
| Management   |                    |             |
| Team, NOMS   |                    |             |
| Information  |                    |             |
| Policy and   |                    |             |
| Assurance    |                    |             |
| Team and     |                    |             |
| Information  |                    |             |
| Assurance    |                    |             |
| team         |                    |             |
| Knowledge    | Guidance reviewed, | Complete    |
| 2011         | and                | updated and |
| Information  | published.         |             |
| Management   |                    |             |
| Team and     |                    |             |
| NOMS IPA     |                    |             |
| Team         |                    |             |
| Information  |                    | Complete    |
| 2012         | Operations         |             |
| Knowledge    |                    | Complete    |
| 2011         | and                |             |
| Information  |                    |             |
| Management   |                    |             |
| Team         |                    |             |
| NOMS         |                    |             |
| commen       | Information        |             |
| ce early     | Policy and         |             |
| 2012         | Assurance          |             |
| team         |                    |             |
appointed. 
R24 
MoJ to review and refresh its IM 
Action: Expand the role of the 
High 
July 2012
Knowledge 
network to help support good 
IM to cover all aspects of 
information management 
information management via 
throughout MoJ HQ, in line with 
all corporate systems and 
the KIM strategy. 
across all MoJ HQ Business Units.  NOMS to extend existing network to Probation 
Trusts. 
R25 
KIM Team to provide leadership 
Action:  In addition to the IM 
High 
July 2012
Knowledge 
and guidance to MoJ KIM 
role refresh MoJ KIM Team to 
specialists through creation of a 
highlight KIM issues at Board 
support network. 
level and via the SIRO network to ensure senior leadership process is established throughout MoJ. 
R26 
KIM Team to ensure that the 
Action: MoJ KIM Team and 
High 
June 
relevant polices and guidance are 
NOMS IPA team to refresh 
publicised. 
intranet pages and update advice and guidance.  
R27 
NOMS to coordinate and share 
Action: This is done through 
High 
Ongoing 
NOMS 
examples of local good practice. 
LIM area meetings, conducted in February, March and July 2011 and at regular intervals going forward.  The intranet site also enables guidance to be shared more easily. 
R28 
MoJ to ensure that central 
Action: MoJ KIM Team to 
High 
June 
guidance is accessible, available 
refresh intranet pages and 
and up to date. 
update advice and guidance. NOMS guidance is included in LIM workshops and will also be made available on the intranet. 
R29 
MoJ to instigate a review of its 
Action: Already happening via 
High 
June 
Knowledge 
 
Complete 
|             |                    |
|-------------|--------------------|
| and         |                    |
| Information |                    |
| Management  |                    |
| Team and    |                    |
| NOMS        |                    |
| Information |                    |
| Policy and  |                    |
| Assurance   |                    |
| Team        |                    |
|             |                    |
| and         |                    |
| Information |                    |
| Management  |                    |
| Team        |                    |
| Knowledge   | Guidance reviewed, |
| 2011        | and                |
| Information | published.         |
| Management  |                    |
| Team and    |                    |
| Records     |                    |
| Management  |                    |
| Team        |                    |
|             | Complete           |
| Information |                    |
| Policy and  |                    |
| Assurance   |                    |
| Team        |                    |
| Knowledge   | Guidance updated   |
| 2011        | and                |
| Information | publicised.        |
| Management  |                    |
| Team and    |                    |
| Records     |                    |
| Management  |                    |
| Team        |                    |
| contract process to ensure that     | the Acceptance Into Service    |
|-------------------------------------|--------------------------------|
| where possible the Department's     | process.                       |
| KIM requirements are included in    |                                |
| third-party contracts.              |                                |
| R30                                 |                                |
| MoJ to ensure that all staff access | Action: Complete for           |
| the refreshed e-learning data-      | 2011/2012.  Developing all-    |
| handling training and enforce       | staff approach for 2011/12.    |
| compliance through personal         | IAO and SIRO roles outlined    |
| development plans.                  | in updated intranet guidance.  |
| R31                                 |                                |
| MoJ and NOMS to continue the        | Action: Digital                |
| work started on rationalising the   | Communications are working     |
| content and cohesiveness of the     | on plans to deliver a new      |
| Intranet sites.                     | single platform for intranet   |
| across the Department.              |                                |
| R32                                 |                                |
| MoJ to reinforce the importance     | Action: Rationalisation and    |
| of a  value of a corporate identity | migration of all NOMS          |
| across all its bodies as an adjunct | content to justice.gov.uk and  |
| to effective information            | direct.gov.uk.                 |
| management.                         | Introduction of a single       |
| intranet will further strengthen    |                                |
| the alignment of corporate          |                                |
| identity.                           |                                |
| R33                                 |                                |
| MoJ to reinforce the benefits of    | Action: Refreshed knowledge    |
| sharing information across the      | and information management     |
| organisation.                       | guidance to be highlighted via |
| internal communications             |                                |
| channels.                           |                                |
| R34                                 |                                |
| MoJ to establish a formal process   | Action: KIM Team to produce    |
| to capture the tacit knowledge of   | guidance for all staff on      |
| staff and contractors as they       | knowledge management and       |
| leave.                              | deliver knowledge capture      |
| training where appropriate.         |                                |
| Processes and technology to         |                                |
| support collaborative-working       |                                |
| practices to be factored into       |                                |
| EDRM Replacement                    |                                |
| Programme programme.                |                                |
| 2011              | and                   |
|-------------------|-----------------------|
| Information       |                       |
| Management        |                       |
| Team and          |                       |
| Records           |                       |
| Management        |                       |
| Team              |                       |
| Communications at | Complete              |
| Assurance         | Corporate & Business  |
| Team              | Group level supported |
| completion.       |                       |
|                   |                       |
| NOMS              |                       |
| Communicatio      |                       |
| ns and            |                       |
| Information       |                       |
| Directorates      |                       |
|                   | Complete              |
| NOMS              |                       |
| Communicatio      |                       |
| ns and            |                       |
| Information       |                       |
| Directorates      |                       |
| Information       |                       |
| 2011              | Operations            |
| Directorate       |                       |
| Knowledge         |                       |
| 2011              | and                   |
| Information       |                       |
| Management        |                       |
| Team              |                       |