Eoghan Murphy (Dublin South East, Fine Gael)
Link to this: Individually | In context | Oireachtas source

133. To ask the Minister for Finance if he will report on those controls within his Department for the management of data and files, including all records relating to departmental and Government decisions; the changes that were introduced in 2011 to ensure the completeness of such records; and if the systems now in place are to be audited on a regular basis to ensure they are working. [25323/15]

Michael Noonan (Limerick City, Fine Gael)
Link to this: Individually | In context | Oireachtas source

My Department has a file management system which records all registered files for the Department of Finance and it provides a similar service to the Department of Public Expenditure and Reform on an administrative arrangement basis. Current and recent files are stored in the Government Buildings complex while the remainder are stored off site.  A detailed guidance manual on file management which sets out the requirements under the relevant legislation including the FOI Act, the Archives Act and the Data Protection Act has been issued to staff and is available on the intranet site.  The guidance manual clarifies the procedures and processes in dealing with data and files and is updated regularly and most recently earlier this year.  

In early 2014, we reviewed our information needs as part of the ICT Strategy 2014-2015. This review focused on both our paper and digital records. A number of new information systems were identified.

A new electronic Records Management System was initiated in 2014 in cooperation with the Department of Public Expenditure and Reform and was developed by the Office of the Government Chief Information Officer. The aim was to provide a centralised system of storing digital files incorporating the existing filing structure but migrating most newly created official documents to storage in digital format rather than physical paper files. An adapted version of the existing file management system will remain in place for handling paper files which include documents that contain legally binding elements such as signatures or seals. This eDocs system will facilitate greater efficiencies in records management particularly in relation to the retrieval of documents and increased security and accountability for official files. An important element of the eDocs project was the assignment of Information Officers in each Division. The Information Officers have been given enhanced training on records management in order to support their teams and promote standard procedures across the Department. This eDocs project is at pilot stage and is expected to be rolled out to the wider department shortly.

Another system introduced recently include a new eSubmissions system which replaces the paper system for creating and submitting internal Departmental submissions to me as Minister and to senior management. This electronic submission recording system (eSubmission) records all relevant documentation, recommendations, decisions and notes in relation to submissions.

There is also a new ePQ system which is similar to the eSubmissions system which records all information in relation to the PQs received and the answers provided.

Government decisions are posted to eCabinet by the Government Secretariat. My office prints all decisions made by Government and these are provided to the Secretary General. All decisions in relation to Department of Finance sponsored memos are also sent to those officials involved in their drafting. Furthermore, all decisions relating to Government memos where my Department has returned observations are provided to those officials involved in the preparation of same.

Our file management process and procedures are subject to audit by the internal Audit unit in the Department of Public Expenditure and Reform who provides this service under an administrative arrangement with my Department.