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Recordkeeping In Brief 2 - Selecting records management software

Overview: Software tools for managing records today need to be capable of managing a wide variety of information types in an integrated way. Information Asset Management Systems are software applications that capture, manage and store physical and digital information (including documents, web content, business systems data, emails, images, audio, video and maps). They can also offer functionalities such as workflow, web content management and collaboration. These applications enable real benefits to be achieved through the effective utilisation of information as a corporate asset.

Contract 2602: GSAS Information Asset Management Systems (IAMS) Software Applications

There is a Panel Contract for the supply of Information Asset Management Systems (IAMS) software applications under the Government Selected Application Systems (GSAS) program for NSW Government, run by NSW Procurement. It replaces the previous GSAS contract ITS contract 2323 - Records and Information Management Systems which expired on 31 December 2007. This contract is for a period of 3 years from 1/06/2008 until 31/5/2011 with 2 optional 1 (one) year extensions.

NSW Procurement publishes a User Guide to assist public offices seeking to purchase IAMS software. The Guide points to a number of tools and aids that are available for downloading from a secure website. These are:

  • GCIO's Information Asset Management Maturity Matrix and Assessment Tool
  • IAMS whole of government functional requirements
  • Vendor capability assessments and software licence prices
  • Illustrative examples of costings/pricings

GCIO's Information Asset Management Maturity Matrix and Assessment Tool

A key element of the contract is the Information Asset Management Maturity Matrix and Assessment Tool. This has been developed by the Government Chief Information Office to provide public offices with a means of determining their current ability to manage information assets together with an assessment of future requirements. By responding to answering a series of questions in the IAM Maturity Matrix and Assessment Tool, public offices will be able to review a report indicating their positioning on the matrix, allowing them to identify those products most suited to their requirements and capability.

IAMS Functional Requirements

The IAMS whole of government functional requirements were developed with cross agency representatives including State Records, and comprise 1547 lines of detailed requirements that are classified into categories aligned to the IAM Maturity Matrix. They served as the basis of the evaluation of products for inclusion on the IAMS contract. Public offices are encouraged to review their requirements against these, and identify where any gaps or additional requirements exist.

Vendor capability assessments and software licence prices

A list of vendors has been approved to provide IAMS software under this contract. Information on the levels from the IAM Maturity Matrix that the products are recommended for is provided, along with detailed price information showing the maximum prices that the vendors may charge under the contract and other pricing components such as discounts that may apply.

Illustrative examples of costings/pricings

Illustrative examples of costings for licences and support and maintenance costs are provided for small, medium and large agencies for Levels 3 and 5 of the IAMS Maturity Matrix. Please note that individual requirements may vary and that these examples should not be seen as appropriate for all public offices in these size groups.

Vendors on the contract

The following vendors have been appointed to Contract 2602: GSAS Information Asset Management Systems Software Panel:

  • Alphawest Services (TRIM + Microsoft Sharepoint Server)
  • ELO Digital Office
  • EMC (Documentum)
  • Interwoven
  • Netcat
  • Objective
  • Opentext
  • Oracle
  • Tower Software Engineering (TRIM)
  • Vignette

Please note that not all vendors are recommended for all levels of the IAM Maturity Matrix. Please refer to the User Guide for details.

What are the benefits of using the contract?

The benefits of selecting an IAMS software application from this panel contract include:

  • significant cost savings as a result of Government's buying power
  • licences that are transferable between Government agencies
  • knowing that the products meet necessary requirements for information asset management, as evaluated by a panel of Government experts
  • the ability to select a product with the functionalities that your organisation needs without paying for functionalities that you do not need, and
  • significant reduction in Requests for Quotation (RFQ) time through the use of agreed Procure IT terms and conditions, and whole-of-government IAMS functional requirements.

Which NSW public sector organisations can use the IAMS contract?

All New South Wales public offices are eligible to purchase from the contract.

In addition, other State, Territory and Federal Government agencies and non Government organisations such as charities are eligible to utilise contracts including the IAMS contract that are approved by the NSW State Contracts Control Board.

What else do I need to consider?

It is important to remember that Information Asset Management Systems Software is only one component of an effective recordkeeping system, and that not all the recordkeeping requirements you identify will be able to be satisfied by software. The application that you select must therefore be complemented by other components such as records management policy, procedures and classification and disposal tools such as retention and disposal authorities and thesauri. State Records' publication Strategies for Documenting Government Business: the DIRKS Manual and other State Records publications provide guidance on development and implementation of these components.

For more information

For detailed information about Contract 2602: GSAS Information Asset Management Systems (IAMS) Software Applications, go to the the 'NSW Buy' webpage for ICT contracts or consult the User Guide. 

For advice on: Contact:
Using the IAM Maturity Matrix Tool Kate Harrington
Government Chief Information Office
Department of Commerce
Email: kate.harrington@services.nsw.gov.au
Tel: 9372 8209
Purchasing products using the GSAS IAMS Contract 2602 Call: 1800 NSW BUY
or send an email to NSW Buy using the web form on the NSWBuy website: http://www.nswbuy.com.au/information-technology.aspx

For advice on the role of IAMS software in implementing effective recordkeeping strategies and complying with the State Records Act 1998, contact State Records.

© State of New South Wales through the State Records Authority, 1999. First published 1999 / Revised January 2006 / Revised June 2008 / Revised Nov 2009
This work may be freely reproduced and distributed for most purposes, however some restrictions apply.
ISSN 1440-3978