Information Risk & AI-Technology Knowledge Transformation Plan

To manage its operational digital holdings HM Treasury uses an Azure/SharePoint based Electronic Document Records Management System (EDRMS), called Info Store, this system is now ~10 years old.

The department has identified some system gaps in Info Store, and it is seeking to make upgrades and take advantage of new technology to automate the through life management of its holdings and introduce efficiencies and cost savings which will ensure Info Store capabilities continue to meet departmental needs. As a first step HMT has established a new SharePoint site called the Knowledge Store and is in the process of populating it by moving old content from Info Store and is now seeking to automate the site processes for archive, retention and disposition.

This update also presents an early opportunity for HMT to review its >17M digital records and assess their status and to develop methods to clean its holdings by removing ephemera, duplicates, and drafts, assess the file formats in the collection, identify and correct any integrity issues or corruptions and to establish active curation methods to asses, correct and maintain digital continuity of its information and records.

In response to the digital records coming in scope of the Public Records Act 1958 (PRA), over the last 4 years HMT developed a separate Digital Sensitivity Review (DSR) System in collaboration with another government Department and its supplier team. The DSR in now in operation and the old digital records archive has been transferred into the DSR where they are being processes.

The delivery of the HMT DSR involves the development of new technologies required to manage the complexity and volume found in government digital records. There are a number of relevant DSR technology and methods that HMT wants to onboard and incorporate into this upgrade so that it has a series of related systems and has increased assurance of the full through life journey of its information / records.