Digital Records Transformation Initiative – Sourcing Strategy

As outlined in the Digital Records Transformation Initiative - Sourcing Strategy Discussion Paper [PDF document114 KB], the Department of Finance (Finance) intends to establish a Whole-of-Government arrangement for entities to procure technology that supports modernised records management capabilities.

The Digital Records Transformation Initiative - Sourcing Strategy Discussion Paper [PDF document114 KB] was released for comment in November 2018. The Discussion Paper was not a formal approach to market, instead, Finance sought the views of the private sector and Commonwealth entities to determine the most effective and efficient way to source modernised digital records solutions. In particular, Finance sought feedback on:

  1. the use of a co-design approach with industry and entities to determine the most appropriate sourcing arrangements and a statement of requirements; and
  2. whether the capability maturity approach is a useful way to pursue modernisation of Australian Government records management.

Twenty-nine responses from various stakeholders were received and the feedback consolidated. The co-design process proposed in the Digital Records Transformation Discussion Paper: Findings and Next Steps [PDF document113 KB] is now underway. The co-design team is using an Agile Project Methodology, outlined in the Digital Transformation Agency’s Digital Service Standard (DSS) and the Service Design and Delivery Process. This enables the team to respond to new insights from user research and incorporate them into the team's findings.

Discovery phase

Sprint one (6 – 19 February 2019)

Our focus during the first sprint of the Discovery phase was to validate findings from previous stages of the project. We began this process by speaking to stakeholders across government and the private sector through workshops and one-on-one interviews. Our research group consisted of five vendors and 35 subject matter experts including records creators/users, records managers, procurement officials, policy makers, professional associations and a state government. Common themes identified during the first sprint of the Discovery phase included the cultural value of information, the tools with which we work, the ways in which government buys records management products and interactions with service providers.

Sprint two (20 February – 05 March 2019)

Research interviews continued, as more subject matter experts flagged their interest in contributing to the Discovery phase. This user research has helped us understand the experience of stakeholders who interact with current systems of records management, decision making and procurement.

Themes broadly described in sprint one, above, were investigated in greater depth and include points relating to tools and technology being neither entirely the problem nor entirely the solution, and compliance being the main focus of procurement effort.

Insights were gained from Discovery, through both the lens of government and the lens of industry. These include the increased profile of the records management function within entities, and that there are a number of forward-thinking, new and innovative vendors who can deliver to the Australian Government market.

Opportunities arising from Discovery are significant. Modernisation of records management is possible with more clearly scoped procurements and access to innovative emerging technologies.

Sprint two closed out the Discovery phase which provided further data and insights, identifying candidate sourcing strategy models to take forward into sprint three, the start of the Alpha phase (6 to 20 March). Alpha is an experimental phase and an opportunity to work through model prototypes.

We welcome input from experts in procurement, records management and technology service provision. In particular, we are keen to hear opinions and experiences in different methods of procuring goods and services that are rapidly evolving. Should you wish to contribute to the co-design process, please email us at digitalrecordstransformation@finance.gov.au

Last updated: 19 March 2019