To consider a new Digital Strategy 2013/18 encompassing information management, technology, communications and engagement.

The Committee considered a new Digital Strategy 2013/18 encompassing information management, technology, communications and engagement.

The Assistant Director People, Policy and Partnerships highlighted that the Digital Strategy would guide the future development and implementation of technology infrastructure, information management, and tools to support effective communication and engagement focusing on delivering the priorities within the Corporate Plan. It would also support the customer services strategy by providing customers with easier access to information and services at a time of their choosing.

The Digital Strategy 2013/18 was due to be considered by Cabinet on 18 April 2013.

During the course of debate the following principal points were noted:

·         The Committee sought clarification on a number of technical terms used in the report following which it was suggested that a glossary of terms be included in the strategy.

·         While the aim of the strategy was to be ‘digital by default’ it was acknowledged that some residents would, for various reasons, be unable to use or access digital technology and ways of how to support them would need to be addressed. The end user was fundamental to the strategy.

·         With the increased availability of broadband in the county it will be important to ensure that the needs of vulnerable groups e.g the elderly or less well off, were understood. The availability of broadband would help for example social workers to quickly access up to date information on specific cases and provide an efficient interaction with residents.

·         In response to comments concerning issuing staff with mobile technology the Committee were informed that lessons were being learned from when councillors had been issued with digital devices.  It was important the right devices were provided to staff to ensure maximum benefits were derived and that staff were confident in using it.

·         Training in the use and security of tablet devices would be a key component to deriving efficiencies.

·         As with many systems in the Council, any digital system would need to have a business continuity plan to ensure that services continued during any disruption e.g. power outages.  In relation to security and the proposed use of cloud solutions the Committee were informed that a number of measures could be taken to increase the levels of security.  The Council would also learn from the experiences of other local authorities and take advice from manufacturers.

·         Procedures for the disposal or recycling of redundant IT equipment were in place and were kept under review.

·         Concerning the security of both data and systems the Committee were informed that this was continually reviewed to ensure that both were as secure as practical in accordance with international standards.

·         It was commented that the report offered no ‘alternative options’. This was noted and in the current economic climate it would be sensible to keep all options open.  Learning from best practice at other councils would be taken into account.

·         Responding to questions on the financial implications the Committee were informed that while the strategy itself had no direct costs, any investment proposal to drive the delivery would be reported via normal governance processes.  It was acknowledged that in addition to Hoople staff, extra specialist IT staff may be needed.  It was suggested that Cabinet needed to assess the full financial implications arising from the strategy, including both the investment required and the potential savings.

·         IT related contracts were reviewed and when appropriate renegotiated.  The utilisation of IT systems had produced staff savings over the last year.

·         It was questioned whether the objectives of the strategy were aligned with the Herefordshire 2020 Review.

Resolved that

1.    The report and the draft Digital Strategy 2013/18 be noted and the following be considered by Cabinet when considering the Strategy for approval:

2.    That it is essential that Cabinet assesses the full financial implications, both investment required and potential savings, for the Digital Strategy 2013/18;

3.    That the Strategy is written in plain English and a glossary of terms used be included;

4.    That Cabinet ensures that the Strategy addresses issues of potential exclusion of certain social groups or lack of access to broadband connection.

5.    Emphasis needs to be given to data security to ensure that data storage systems, whether internal servers or external cloud solutions, are as secure as possible.

6.    That staff are adequately trained to ensure that software and systems are fully utilised and that staff are confident in their usage.

7.    That Cabinet ensures that the Strategy is aligned with the Herefordshire 2020 Review.

At 11.12am the Committee adjourned and reconvened at 11.22am