Evolution of Records Management at Transport Accident Commission (TAC)
Records Management
Network Meeting
Public Record Office Victoria
T
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W
h
a
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w
e
d
o
…
•
Victorian Government Agency
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Promote road safety
•
Improve the State's trauma system
•
Support people who’ve been injured on our roads
Funded through payments made by Victorian
motorists when they register their vehicles each year
with VicRoads.
O
u
r
v
i
s
i
o
n
…
A future where every journey is a safe one
T
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O
u
r
s
t
o
r
y
b
e
g
i
n
s
…
•
Transport Accident Act 1986
•
An organisation was born
•
A record keeping system was in place
•
Including an RDA
•
Staff understood their record keeping obligations
•
Procedures included record keeping tasks
•
Everything was under control
T
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p
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C
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m
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(
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F
a
s
t
f
o
r
w
a
r
d
2
0
y
e
a
r
s
•
As an innovative business, the TAC adapted to
research and emerging technology.
•
And restructured
T
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F
a
s
t
f
o
r
w
a
r
d
2
0
y
e
a
r
s
…
•
Until we had accidentally restructured all the
records knowledge out
•
Then we moved to Geelong
•
As far as record keeping was concerned, we were
ignorant of our obligations.
T
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a
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p
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A
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d
t
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a
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’
s
w
h
e
n
t
h
e
g
a
m
e
b
e
g
a
n
…
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Records Management Project
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Snakes and Ladders
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a
u
d
i
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t
h
a
t
r
e
s
u
l
t
e
d
i
n
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Buy in from management
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A new records team
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A plan
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(
T
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)
C
h
a
n
g
e
o
f
p
l
a
n
•
We made unwise choices and changed the original
plan written by a consultant.
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
i
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s
i
o
n
(
T
A
C
)
E
n
t
h
u
s
i
a
s
t
i
c
t
e
a
m
•
The team undertook Cert IV and
other training
•
They attended conferences and
visited Records Managers who
answered questions and
demonstrated processes
•
Started to understand how things
were supposed to be
T
r
a
n
s
p
o
r
t
A
c
c
i
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e
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t
C
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T
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n
’
t
c
a
r
e
a
b
o
u
t
r
e
c
o
r
d
s
•
They were free to make up their
own rules and didn’t want to
change that
•
They were too busy to learn yet
another new process
•
They considered records to be
the domain of the records team
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
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(
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)
S
t
a
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f
d
o
n
’
t
c
a
r
e
a
b
o
u
t
r
e
c
o
r
d
s
•
They were free to make up their
own rules and didn’t want to
change that
•
They were too busy to learn yet
another new process
•
They considered records to be
the domain of the records team
•
However, they were frustrated
by the results of their own bad
record keeping
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
i
s
s
i
o
n
(
T
A
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)
W
e
c
r
e
a
t
e
d
s
o
m
e
p
o
s
i
t
i
v
e
i
n
t
e
r
e
s
t
•
Built bridges to teams that
cared about good record
keeping – FOI, Privacy,
Business Improvement
•
Visited other teams to discuss
their frustrations
•
We created a short video to
help get our message across
T
r
a
n
s
p
o
r
t
A
c
c
i
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e
n
t
C
o
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m
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i
o
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(
T
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)
W
e
m
o
v
e
d
o
n
w
i
t
h
o
u
r
p
l
a
n
•
An RDA was created
•
A BCS was created
T
r
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p
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A
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i
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e
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t
C
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m
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(
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a
s
s
i
g
n
e
d
a
p
r
o
j
e
c
t
t
e
a
m
•
A team with no record keeping
knowledge
•
Isolated from the business
•
Burdensome project
methodology
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
i
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s
i
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n
(
T
A
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)
W
e
w
e
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e
a
u
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h
o
r
i
s
e
d
t
o
r
o
l
l
o
u
t
a
n
E
D
R
M
S
•
Funding was approved
•
Procurement process took
place quickly
•
We had a new system
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
i
s
s
i
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n
(
T
A
C
)
I
T
d
i
d
n
o
t
s
h
a
r
e
o
u
r
p
r
i
o
r
i
t
i
e
s
•
Conflicting priorities - a new
record keeping system did
not take precedence
•
As a shared service with
WorkSafe, even more
conflicting priorities
T
r
a
n
s
p
o
r
t
A
c
c
i
d
e
n
t
C
o
m
m
i
s
s
i
o
n
(
T
A
C
)
W
e
e
m
p
l
o
y
e
d
s
t
a
f
f
w
i
t
h
e
x
p
e
r
t
i
s
e
•
Two specialists were added to
the records team
•
No longer had to rely solely on
consultants for guidance
•
It takes resilience to roll out a record keeping program of work.
“You’ve got to have a bit of mongrel in you.” Mick Malecki
•
Good record keeping has benefits to users – stay the course.
Soon champions will sing the praises of the new way.
•
Find ways to help each team achieve their own goals through
the configuration of the EDRMS for their records.
•
Ensure the records team is capable of answering questions and
supporting staff when they are frustrated or confused.
•
Staff need to understand how the system will help them, but
managers need to understand how we are complying with
legislation and mitigating risk. Give everyone what they need.
L
e
s
s
o
n
s
l
e
a
r
n
e
d
…
The journey of Transport Accident Commission (TAC) in managing records, from its inception and establishment in 1986 to the challenges faced and restructuring efforts made over the years. The story includes the adaptation to technology, restructuring processes, and the significant impact of record-keeping knowledge in Geelong. Explore how TAC navigated through a "Records Management Project - Snakes and Ladders," highlighting pivotal moments like audits, management buy-ins, and changes in plans. Witness the evolution and transformation of TAC's records management strategies amidst various obstacles and triumphs.
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Presentation Transcript
Records Management Network Meeting Public Record Office Victoria
Transport Accident Commission (TAC) What we do Victorian Government Agency Promote road safety Improve the State's trauma system Support people who ve been injured on our roads Funded through payments made by Victorian motorists when they register their vehicles each year with VicRoads. Our vision A future where every journey is a safe one
Transport Accident Commission (TAC) Our story begins Transport Accident Act 1986 An organisation was born A record keeping system was in place Including an RDA Staff understood their record keeping obligations Procedures included record keeping tasks Everything was under control
Transport Accident Commission (TAC) Fast forward 20 years As an innovative business, the TAC adapted to research and emerging technology. And restructured
Transport Accident Commission (TAC) Fast forward 20 years Until we had accidentally restructured all the records knowledge out Then we moved to Geelong As far as record keeping was concerned, we were ignorant of our obligations.
Transport Accident Commission (TAC) And that s when the game began Records Management Project Snakes and Ladders
Transport Accident Commission (TAC) Started with an audit that resulted in Buy in from management A new records team A plan
Transport Accident Commission (TAC) Change of plan We made unwise choices and changed the original plan written by a consultant.
Transport Accident Commission (TAC) Enthusiastic team The team undertook Cert IV and other training They attended conferences and visited Records Managers who answered questions and demonstrated processes Started to understand how things were supposed to be
Transport Accident Commission (TAC) The rest of the staff didn t care about records They were free to make up their own rules and didn t want to change that They were too busy to learn yet another new process They considered records to be the domain of the records team
Transport Accident Commission (TAC) Staff don t care about records They were free to make up their own rules and didn t want to change that They were too busy to learn yet another new process They considered records to be the domain of the records team However, they were frustrated by the results of their own bad record keeping
Transport Accident Commission (TAC) We created some positive interest Built bridges to teams that cared about good record keeping FOI, Privacy, Business Improvement Visited other teams to discuss their frustrations We created a short video to help get our message across
Transport Accident Commission (TAC) We moved on with our plan An RDA was created A BCS was created
Transport Accident Commission (TAC) We were assigned a project team A team with no record keeping knowledge Isolated from the business Burdensome project methodology
Transport Accident Commission (TAC) We were authorised to roll out an EDRMS Funding was approved Procurement process took place quickly We had a new system
Transport Accident Commission (TAC) IT did not share our priorities Conflicting priorities - a new record keeping system did not take precedence As a shared service with WorkSafe, even more conflicting priorities
Transport Accident Commission (TAC) We employed staff with expertise Two specialists were added to the records team No longer had to rely solely on consultants for guidance
Lessons learned It takes resilience to roll out a record keeping program of work. You ve got to have a bit of mongrel in you. Mick Malecki Good record keeping has benefits to users stay the course. Soon champions will sing the praises of the new way. Find ways to help each team achieve their own goals through the configuration of the EDRMS for their records. Ensure the records team is capable of answering questions and supporting staff when they are frustrated or confused. Staff need to understand how the system will help them, but managers need to understand how we are complying with legislation and mitigating risk. Give everyone what they need.
