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Base Services Contract - Objective Operating Instruction

1. 11 Defence National Work Group Coordinators ccccccccsssssececceeseccccseeseeceseaenececeseauseeeesseeaeeeeesuausceessaaeecesseeggss 11 Defence Work Group COOrdiNatOrs cccccssssecccccssssceccseeseecescaeseecccseuaseceeessaesecesseeaeceeessaueeeceseueaseeessaaaeeeessaees 12 Product amp Service Managers Defence 5 12 Contractor Work Group TM UI NR UU 12 Contactor O a RD 13 Contractor Objective USET 13 Getting access to Defence Restricted Network and Objective 13 SECTION 3 DIGITAL RECORDKEEPING AND INFORMATION amp SYSTEM SECURITY 16 Digital RECOLGK zin RETI ETE DT 16 Information and System Security Requirements eene eene eene these shes eese sees sesso sese esso 16 User Groups Workgroup Groups and Work Group Coordinator 17 MIRI a E eU o ee ee eee 17 SECTION 4 DEIS BUSINESS RULES
2. 19 Acceptable File 20 BUSINESS m 20 Document 21 lacis Re Ut 21 Uploading Documents to Objective and Digital Storage Devices 21 Filing Documents in Objective eiie vieta 21 General Uploads to Objective ssc RE 22 iii of 46 Detence BREST o 22 External FUE Servers dein ye Ol E xen ven PUE 22 CD NN TEE 22 Portable Electronic Devices USB read only multi card 22 USB SUCKS anG POrtaDIe Hard Drives e ER T 23 ODI CCUVE TO IBIS c 24 Documents Records Generated Under Base Services Contracts ccccceccscccscceccscceccscceccscceccecceccecceccecees 24 File Naming Convention espe ea a VR S Poe EN Eq V
3. 36 Annex K Objective Contractor Access Request Form to Estate Management Folders 37 Annex L Minimum Scanning Specifications Extract from RECMAN esee e eene eene nennen nnne nn 38 Annex M Document Descriptors File Placement Key Stakeholders and Estimated Document Size 39 Annex N Objective Metadata Requirements Extract of Catalogue Draft eee 43 ER 45 iv of 46 Section 1 Introduction Purpose 1 0 2 0 The purpose of this document is to provide the governance and operating instructions to the Estate Maintenance and Operations Services EMOS contractors Miscellaneous Services Package MSP contractors and Estate Services Division ESD personnel for the lodgement classification maintenance and storage of estate management and contract related information Adherence with this operating instruction will assist with consistent compliant and efficient management of information Objective Defence s mandatory records and document management system forms part of the Defence Estate Information Systems DEIS Priority of this Instruction 3 0 Ambiguity inconsistency or discrepancy between this instruction and any of the Base Services Contracts and Commonwealth or Defence issued policy will be interpreted in the following order of priority to the extent of a
4. Defence Fuel Installation Documentation DFI DOCS TO 020 amp M Manuals individual PROPERTY FILE Defence Support Central amp West ACTIVITY D Estate amp Facilities Services Project Documentation Defence Support Central amp West 2 Defence Support Northem NSW EFS PROJECT Defence Support Queensland een Defence Support Southem NSW Defence Support Victoria Tasmania TEMPORARY Annex D Estate Management Folders Main User Groups Example Only Zoom In to see detail 7 Functional Level 6 Functional Level 5 Navigational Level 4 Navigational Level 3 Navigational Contractor Information Manager POC Defence Work Group Coordinator Folder Ownership 8 Container User Groups Access Privilege Level Estate Management Workgroup Work Group FREE 01 International Folder Directorate Data amp Information All DSO Incl BS Contractors 02 National Folder Directorate Data amp Information DSO BS Contractors 03 Northern NSW Folder Directorate Data amp Information All DSO Incl BS Contractors 04 Queensland IBIS Estate Management Document Folders 1 7 Folder Directorate Data amp Information All DSO Incl BS Contractors 05 Southern NSW Folder Directorate Data amp Information All DSO Incl B
5. sado 24 Metadata requirements for records in Objective ccsccscseccccsccsccccnccsccccnccsccsceccnccsceccnccsceccescecescescecesceces 25 SECTION 5 SYSTEM SUPPORT USEFUL LINKS nennen nenne eene nono 26 Annex A Estate Management Folders Intended Use Ownership and Key Stakeholders 27 Annex B Defence National Work Group Coordinators 28 Annex C Estate Management Folder Structure ccsscsscsscsscsscssccscssccscssccscsscnscsscescsscsscescescescescscescosees 29 Annex D Estate Management Folders Main User 30 Annex E Estate Management Folders Folder Owners and Purpose of Folder Area 31 Annex Estate Management Folders 1 7 Folder Hierarchy eee eee eee eene nnn nnn 32 Annex Flowchart Contractor Access to Objective Estate Management Folders 33 Annex Product and Service Line Matrix Contract Authorities Contractors and PSMS 34 Annex CAMPUS Screenshot showing Objective courses 1 ecce eee ee eee nennen eene enhn 35 Annex J Objective User Account Access Request ICT Service Portal Post CAMPUS Training
6. Department of Defence Estate and Infrastructure Group BASE SERVICES CONTRACT OPERATING INSTRUCTION FOR OBJECTIVE AND DEFENCE INFORMATION MANAGEMENT n Pm AR F an nl MM rii a a hn ni October 2015 Base Services Contract Operating Instruction for Objective and Defence Information Management Page 1 Version 4 0 16 October 2015 Authorisation The Base Service Contract Operating Instruction to Objective and Defence Information Management will be released under the authority of the undersigned Gary Todd Director Data and Information Governance Estate and Infrastructure Group October 2015 Document review and Approval Revision History Version Author Date Revision DSO Data and 0 9 Information May 2015 Reviewed Governance 1 0 DSO Data and Aug 2015 First version Information Governance 2 0 ESD Data and Sep 2015 Second version Information Note Defence Support Operations has changed to Estate Services Division Objective naming of Governance Workgroups and folders still uses DSO until otherwise advised updated 3 0 amp Data and Oct 2015 Third and Fourth Version 4 0 Information Governance This document has been approved by Name Signature Date reviewed DDIG Gary Todd Oct 15 Amendment Proposals for amendment to the Objective Instruction must be forwarded to the Director Data and Information Governance DDIG li Of 46 Table of Contents TABLE OF CONTENTO aus ao eo ei
7. from creation through to review and once finished with archival or disposal The National Archives of Australia has developed a Digital Continuity Policy for whole of government which requires all Commonwealth entities to move to a digital information and records management system by the target date of 2020 Digital Continuity targets for 2020 have been set by the Archives Minister and may be found at this web location www naa gov au Information provided by Contractors under the former sub regional contract model has been managed in an ad hoc and decentralised manner Former document management arrangements were complicated by the fact that each Defence region had adopted different information management practices This resulted in inconsistent processes for the storage classification and retention of soft copy documents Benefits of Using Objective 13 0 14 0 15 0 EMOS and MSP Contractors are required to register all Defence records generated and or associated with the Defence Estate and required under their contract in Objective These documents may be generated by the Contractor or their subcontractors or collected on behalf of Defence from another Contractor Contractors and ESD personnel utilising the Objective system in the prescribed way will eliminate many of the issues about the promulgation of information relating to the Defence Estate The registration of documents in Objective provides a number of benefits in supporting
8. refer to Annex A for WGC 9 of 46 29 0 Other folders within the EM area may be created and removed as business needs require For creation or removal of folders under the EM area contact DDIG or a National Work Group Coordinator 10 of 46 Section 2 Getting Started Overview 30 0 31 0 To access Objective the minimum access requirements for users are 30 1 a Baseline security clearance or higher 30 2 a Defence Restricted Network DRN account and 30 3 successful completion of the relevant CAMPUS online courses see below Annex G provides a flowchart of the overall access process it does not detail the sub processes as they are already established and instruction may be found on the Defence intranet Each Contractor must nominate a minimum of two WGCs Users designated as a WGC must complete the Work Group Coordinator training found on CAMPUS online The role of WGC is to provide assistance to their designated Objective users and is further defined under the Key Roles and Responsibilities under this section It is not intended that Contractor WGCs CWGCs have access to internal Product and Service directorate management information which is stored in the DSO work group rather than the Estate Management workgroup Key Roles and Responsibilities 33 0 34 0 35 0 All Objective users have a responsibility to abide by Defence Information Management policies In doing so they are accountable for the appro
9. 12 hour timeframe they are to be uploaded and registered via the Deakin Objective Server dknrdm02 Document recipients must log into this server to view the uploads 19 of 46 85 0 For Base Services Contractor documentation the details of each document registered in Objective must be captured through the submission of an IDS record in accordance with IDS DS ALL 80 01 Documentation Update Acceptable File Types Business Rules 86 0 Passwords must not be applied to documentation for any reason unless expressly agreed to in writing by DDIG 87 0 The following file types are acceptable MS Project 2003 or higher Email records when stored in Objective must include both the email body and any attachments Where an email trail is captured retrospectively only the last email in the trail containing all the previous emails in MS Outlook 2003 or higher the conversation should be captured If another email thread is started containing only some of the initial email threads then the subsequent threads should also be captured even if there is some duplication of content MS Visio 2003 or higher For all PDF documents all text should have Optical Character Recognition OCR applied When providing PDF reports over 20 pages in length apply Bookmarks to assist with navigation through the document Adobe Portable Document Format PDF Files should be optimised where the reduction in file size does not a
10. Contractor DRM User Name Region Po DRN Email Security 8 Contractor Company Sub Contractor Company Reason or Access change Defence Sponsor Details Completed by DSAG Staff Sponsor Name Example Access Require nam Region Directorate Folder Objective Folder File ID Action Required Add C Remove C Move C Change Access Level of Access Required See Only Open Create Edit Access From Noe Sponsor to advise WGC for removal earlier than these dates Sponsor Endorsement Signature Field Comments Contractor Objective Coordinator Endorsement Contractor Manager Primary Contractor Work Group Coordinator Endorsement Contractor User Group Name Access Granted x acc iE Sponsor Advised 9 Filing Instruction Maming Convention Review Year Month Name of Contractor Person WGC Initials Annex L Minimum Scanning Specifications Extract from RECMAN Table 4A 1 Records types Standard Quality Check and standards Record Type For clean high contrast Format JPEG 2000 PDF A Testing of the documents with text or images to ensure graphics for which colour is that the minimum either not present or not requirements listed essential and for any images in these technical that are line art Defence must specifications have produce images conforming to been met these specifications
11. Contractor users Access to A Base Services Provide access and privileges to Contractor users Contractor DEPOSIT BOX for respective folders Request access via Contract Administration Access to B Contract Administration Support WGCs Siwaporn Bundao or Jeff Support Change Contract Proposals Schofield Must have Defence sponsorship via PSM 12 of 46 Access to Defence Fuel Installation DFI Documentation to be migrated into Documentation respective Property File in folders 03 07 Request access via Janine Bent National Workgroup Coordinator Must have Defence sponsorship via PSM Access to D Estate and Facilities Services Project Documentation Contractor Sponsor 47 0 48 0 In conjunction with the procedure for accessing Objective a representative for each Contractor is required to sponsor their employees access to respective Objective folders and files It is recommended that the Contractor Sponsor is also a CWGC The Contractor Sponsor is required to keep an up to date record of their employees who have access to Objective The Contractor Sponsor is to ensure that users who no longer require access or have left their organisation are removed from the relevant systems For Objective this requires the Contractor Sponsor to notify a member of the NWGC group so that they may effect the removal of access and update Defence s access records For removal of other system access the Contractor Sponsor should fol
12. Group Coordinator Manual videos found on the Objective One Stop Shop site 15 of 46 Section 3 Digital Recordkeeping and Information 8 System Security Digital Recordkeeping 63 0 64 0 65 0 Digital records are records created communicated and or maintained by means of computer technology They may be born digital first created in electronic format or they may have been converted into digital form from their original format e g scans of hardcopy documents It is Australian Government policy to use digital recordkeeping to improve accessibility and reduce costs Digital records must be stored in an approved recordkeeping system i e Objective and accessible for access requests under the Archives Act 1983 and Freedom of Information Act 1982 Records must not be stored on uncontrolled or unapproved systems which include email personal or network drives Defence and Contractors may not destroy original source records after copying conversion or migration if 65 1 the record is identified as Retain as National Archives RNA or Retain Permanently and is pre 1995 these records must be transferred to National Archives of Australia NAA in original format 65 2 there is a legal requirement to retain the record in its original format or a specific format 65 3 there is a government policy Executive Directive NAA disposal freeze or Defence imposed embargo to not destroy the record 65 4 the record may be require
13. System Support Useful Links 124 0 125 0 126 0 127 0 128 0 129 0 130 0 131 0 132 0 133 0 134 0 Objective Online Support log a request via the Service Request Catalogue Objective User Account Request Objective One Stop Shop Objective User and WGC Manuals Refer to the One Stop Shop Resources tab Objective Training Enquiries Nominations Refer to the One Stop Shop Training Objective Help desk in addition to being able to log a request service job via the ICT online portal telephone enquiries may be made by calling 133 272 Records Management Policy Intranet Site Defence Public Key Infrastructure PKI Defence Internet Defence Public Key Infrastructure Defence Intranet Digital Signatures Benefits Contractor access and process queries for the Estate Management folder area please contact one of the National WGC identified in Annex A 26 of 46 Annex Estate Management Folders Intended Use Ownership and Key Stakeholders Typical Use of Key Default Access Folder Defence Folders Stakeholders Ownership WGC Estate Management Documentation Folders 1 7 Contractor Deposit Boxes Contract Change Proposals Defence Fuel Installation Estate and Facilities Services Project Documentation interim folder Storage of Estate Related documentation connecting with IBIS GEMS systems Transfer of Contract related associated information Includes are
14. digitisation projects on the Defence Restricted Network and Defence Secret Network Imagery 91 0 To ensure that all Defence imagery maintains the highest possible value it must be controlled by standardised handling procedures and tagged with appropriate metadata 92 0 DEF AUST GEO 7100 PART A defines the metadata standard for Hand Held Imagery HHI This metadata provides information relating to specific attributes of the image The creator or originator of the image is responsible for capturing the specific metadata attributes 93 0 Where there is no capability to have a recordkeeping metadata schema that allows for sentencing under the Archives Act 1983 or the ability to integrate with one the database must be catalogued in an approved recordkeeping system In addition to standard recordkeeping data the catalogue entry for the HHI file must contain as a minimum metadata regarding the location custodianship and accessibility of the HHI and a synopsis of the types of HHI the file contains 94 0 Motion Imagery MI is imagery utilising sequential or continuous streams of images that enable observation of the dynamic behaviour of objects within the scene Guidance for the management of Defence MI including legacy MI is found in DEF AUST GEO 7101 It comprises two parts PART A describes the handling procedures for MI and PART B defines the metadata standards for MI Uploading Documents to Objective and Digital Storage Devices Filing Do
15. object Operation and Maint Manual OMM Relevant Property File Performance Report PERF EM Contractor Deposit Box PSM CA Contractor DCG BSM Procurement Plan PROC EM Contractor Deposit Box DPCB PSM CA BSM EM Estate object Project Brief PROB Relevant Directorate s As Determined M EM Estate object Risk Assessment RASS Relevant Directorate As Determined Scope of Works EM Estate object Do Service Delivery Plan EM Estate object Do 5 5 5 Warranty WARR EM Esteobjet 5 Less than 10 Between 10 and 100 M MB 41 of 46 Between 100 to L 1GB XL Over 1 GB Estate Management EM folder grouping Subject area specific documentation Document Descriptors Acronym DFI Defence Fuel Installation related Applicable PSM Fuel and Retail Stores PSM Estate material Relevant Property File Planning amp Upkeep S M L XL 42 of 46 Annex Objective Metadata Requirements Extract of Catalogue Draft Electronic copy embedded double click to open Notes for Each Row Metdata Field Source The name of the Field Information Only Lists IDS Status Detailed description of the metdatata catalogue fields Metdata Field Entry Type M Mandatory Entry Estate Management Document Type The type of document according to the drop down list For clarity they have been provided below by row AGL Dispensation Asbestos Survey Report Estate I
16. to some software applications listed in the eNAR tool if requested during the eNAR process 52 4 A personal storage area on their computer drive CAMPUS Online Training To obtain access to Objective the following courses must be completed through the DRN online training interface CAMPUS The full Objective User Training takes approximately two hours to complete and consists of five modules 13 of 46 54 0 Responsible Recordkeeping Course ID 00002642 Prerequisite The aim of the Responsible Recordkeeping course is to deliver training in correct records management practice and to outline the records management policies and processes in place in the Australian Defence Organisation The course is designed to enhance awareness of baseline recordkeeping responsibilities 55 0 Objective User Training Course ID 00004767 refer annex I The aim of Objective User Training is to provide trainees with basic knowledge and skill in the use of Defence s mandated record management system This online course is supported by the Objective User Manual videos found on the Objective One Stop Shop intranet site 56 0 Contractors have the ability to access CAMPUS Anywhere CAMPUS Anywhere is an unclassified version of Campus that allows people from the Defence community to access corporate web based training when not connected to the DRN ie any internet connected computer DRN users are able to request a Campus Anywhere account by l
17. CAMPUS online Objective training 1 Responsible Recordkeeping 2 Objective User Contractor completes Objective Contractor Access Request Form and obtains sign off by Defence Sponsor and Contractor Sponsor Objective Contractor Access Request Form provides access to the Contractor to the respective Estate Management folders in Contractor accesses Estate Management Folders in Objective Coordinator Annex Product and Service Line Matrix Contract Authorities Contractors and PSMs Service Lines MIC incl Estate Appraisal Base Services Support Centre BSSC Commercial Ops Woomera COW Special Forces Training Facilities SFTF Training Areas and Range Management Transport Airfield Ops Estate Upkeep Laundry amp Dry Cleaning Land Management Pest amp Vermin Cleaning Housekeeping Base Reprographics Sport amp Recreation Access Control H amp C Waste Rescue amp Fire Fighting Aircraft Refuelling POL Retail Stores National Program Service NPS Project Delivery Service PDS Directorate of Contract Governance Contract Administration Support Wilson Veolia United Group Augility and Aurecon MSS Security Compass Veolia United Group Augility and Aurecon MSS Security Compass Veolia N A N A United Group Augility and Aurecon Wilson Compass Veolia United Group Augility and Aurecon Wilson V
18. Compliance Certificate Contract Amendment Proposal Defence Dispensation Design Recommendations Email Geospatial Shape File Green Star Rating Hazard Area Verification Dossier ojoj o joj o ojoj JOJO o joj o Heritage Report Image 555 Incident Report Inspection Report Management Plan Manufacturers Specification Map Dispensation NABERS Rating INPOC Report Operation and Maint Manual Performance Report Planning lt lt lt lt lt lt lt lt lt Registration Risk Assessment Scope of Works gt gt gt gt O gt 000 o o gt o gt 0 gt gt ojojojo o o jojojojojojojojo o Service Delivery Plan Warrant gt 9 o 2 8 and all ad hoc Consultancy and Planned fa B 5 o o E a 8 Drinking Water Quality Testing Results m INI ojo o lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Z s s lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt s lt lt lt Z lt lt lt lt lt Z Z lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt
19. D In updated IDS IBIS Id for the estate Unique identifier for the A specific date in Schedule Work Order that relates to the document Estate Management Metadata Catalogue Fields Service Reference ID lor Project the calendar Refers to the method System generated lof submission to Universal Objective Default Mandatory Document Metadata Fields Objective Document Type The name of the Objective Reference document in the for the document in Objective following format lt Asset ID gt lt Document title gt lt YYYYMMDD gt date of document Submission Date Contractor ID Submission Method Objective Reference Name Document Owner or Document Recipient Objective User Name of Defence person who received the document Parent The folder or file Objective Only The folder or file that the Objective Olny IDS Optional Metadata Fields elicited the documentation e g Order use best fit Recipient Address In IDS Address of the recipient Email address if emailed postal address if mailed desk location if hand delivered O Optional Entry A At least one of the alternative fields must be entered The use of a radio button allows the user to select the relevent field or both fields if applicable Audit Report Alternative Solution Certificate Of Occupancy ojoj joj o ojoj o joj o Commissioning Report
20. Establishment Woomera J Building 2 Equipment 1098 E27003 Freshwater Reticulation _ 1098 T0078 20 ton Weighbridge 505565 5A E23177 Lrane Tadano Crane Vehicle A SA E 461 Street amp Walkway Lighting x 456 J Equipment System Infrastructure J Infrastructure System _ Land Space J 1110 5 Kilda Transmitting Station _ 1118 Jindalee Receiver Site MT Everard AJ 11195 Jindalee Transmitting Site Harts Range 1 2060 Thistle Island Leased 2 3120 Cheetham Sal Works Leased land J 3143 Instrument Landing System ILS Middle Marker Leased J 3150 Instrument Landing System ILS Outer Marker Leased 2 3246 0 Harbour Berth 8 4 3314 DSI TA 1 3393 Australia Pty Ltd Telecommunications tower 1 BSA FBW _ BSA Larakeyah J BSA MARS 1 BSA MPRS BSA NT K Property Officer BSA Robertson _ BSA Tindal 04 Defence Support Northem NSW 05 Defence Support Queensland J 06 Defence Support Southem NSW 1 07 Defence Support Victoria Tasmania Base Services Contractors DEPOSIT BOXES J 01 Transfield Services DEPOSIT BOX EMOS CW amp VIC TAS incl MSPs Annex G Flowchart Contractor Access to Objective Estate Management Folders Contractor Access to Objective Estate Management Folders Contractor Work National Work Group Contractor Defence t LL Group Coordinator Coordinators Contractor completes
21. File Edit View Favorites Tools Help x convert select EE fs My Calendar My Account Help Log Out Campus Search Search Courses Advanced Search Search Objective Courses Advising Government and Ministers 00005368 Display Offerings Army Objective Force AOF 1 0 00005628 1 Displ erings Objective Implementation Project Training for 1 0 00006448 0 Display Offerings Senior Personne Objective User Training 2 0 00007931 1 Display Offerings Optimizing Your Work Life Balance Analyzing Your 1 0 00002364 1 Display Offerings Workgroup Coordinato 1 0 00005011 46 Di erings Workplace Trainer 1 0 00005049 12 Display Offerings Annex J Objective User Account Access Request ICT Service Portal Post CAMPUS Training have your Objective user accoun created activated or updated you 0 Service Portal Tf CatO 0 Commegno Jennifer must use the Objective Access item in the Service Request Catalogue Dashboard Services Support Search opposite Browse Catalog Objective User Account Access Bad o Request Support includes but is not limited to storing physi electronic documents to be managed I as a corporate record to archival or d DESCRIPTION Let us help Request Support The Objective software suite of products is used to provide document and records management capability to Defence This includes but is not limite
22. IG make these changes 07 Central amp West Folder DDIG Folder Defence Jen Commegno Dave Stint A BaseServices Contractors Deposit Boxes Contractor TBA Defence Jen Folder 01 Transfield Services Deposit Box Commegno Dave Stint Contractor TBA Defence Jen paese folder areas are set up f h Base Services Contract Folder p for each Base Services Contract 02 Spotless Facility Services Deposit Box m A fera den transfer information between Contractors and Defence which 03 Brookfield Johnson Control Deposit Box Folder Commeane Dave need to be placed in the other areas of the Estate Management Contractor TBA Defence Jen Structure Contractor WGCs are responsible for managing the 04 Compass Deposit Box Folder Commegno Dave Stint information structures and access within their organisation s W Folder Contractor TBA Defence Jen Group Defence National Workgroup Coordinators also have a 05 Wilson Security Deposit Box Commegno Dave Stint to make changes within these folders however this will be don Contractor TBA Defence Jen 06 MSS Security Deposit Box Folder Conte consultation with the respective Contractor WGC 07 Veolia Deposit Box Folder nM ocn Overall DDIG is the owner of these folders and reserves the ric Contractor TBA Defence len Make whatever changes restrictions etc deemed necessary in 08 United Group Deposit Box Folder Commegno Dave Stint meeting Defence information management ne
23. S Contractors x x 06 Victoria amp Tasmania Folder Directorate Data amp Information All DSO Incl BS Contractors 07 Central 8 West Folder Directorate Data amp Information All DSO Incl BS Contractors gt Base Services Contractors Deposit Boxes Folder Jen Commegno David Stint Contractors Relative PSMs and G ef x 1 0 Transfield Services Deposit Box Folder Jen Commegno David Stint Trarisfield Only Relative PSMsand CA 11 Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA dx x x 12 BSSC Folder PSM Interim Tensteld Oniy Relatve Psmsandca x x x DECO Fdw ementa 1S Training AemandRamgeManagemen oder x EDT erom noera 17 Airfield Ops Folder mBe psMqmeimuCommego Only Relative PSMsanaca x x 1 8 Estate Upkeep Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA pele x 1 9 Laundry amp Drycleaning ca TBC PSM Interim J Commegno Transfield Only Relative PsMsandcA x x x 1 10 Land Management Product amp Service line Folder PSM Interim J Commegno Transfield Only Relati
24. SMs will help ensure that Objective is utilised appropriately by Contractor personnel with whom they deal and that the type and classification of documentation uploaded to the Objective system is appropriate 44 0 Approval of document deliverables in this case reports plans etc by the PSM or the Contract Authority must continue as required under the contract this includes the signing of the Deliverables Acceptance Certificate provided by the Contractor Contractor Work Group Coordinators 45 0 Contractors in managing the information within Objective associated with their contract and in assisting their personnel who have access to Objective require WGC trained personnel Contractor WGCs CWGC will have the responsibility to add and delete Objective users set access privileges create and delete folders within their area of responsibility and troubleshoot basic Objective issues 46 0 CWGCs will be required to liaise with Defence s NWGCs who may from time to time provide direction as to the appropriate management and maintenance of information within the system Table 2 Summary Contractor WGC Responsibilities As a Contractor Sponsor check and endorse Contractor Access Request Form refer annex Access to Objective Stipulate access privileges for the User If not a Contractor Sponsor check and apply access privileges for Objective user Access to Estate Management Folders Provide See and Open access to respective 1 7
25. a canas RM ISIN HI SECTION T INTRODUCHON rrsscacs cctecteantcsencssusinqnesvouenssostueaseuescransousseusneaeyeeunrstensuousteneuesessueerss 5 c e T 5 Priority OF tnis Instr ctlOn ar Sin a Veces ane pes FA Fur SE puRE 5 Scope of this ISTE OM eet aas 5 Bg eec 5 AGM OV OUI Gs ee Hn 6 Benefits of Using Objective sesesesesesecesesecessosoeseceoeceseoeosososcsososesosososososcsososesosososeseseseseseseseseseseseseseseseseeee 6 Security Classification of Documents sesesesesesesesesesesesesesesesesesesececececececececececececececesecesecesececesecececececeseseceo 7 SECON 8 Folder Structure Overview 9 2 STARTED EPA La ace E eI uv S ox ORE EIS 11 gc e 11 Key Roles ana ResponsibIlitiB5 us io Fog ED nS EUR EUANE Va d EU TUS a ERR Ux SERRE QUA NE E 11 Directorate Data and Information
26. a for ECART Monthly Reporting and Contract Deliverables Reports and Plans Facilitate Contract Change Proposal process Document migration activity to relevant Property File underway Temporary storage location for project documentation historically maintained by EFS may need transferring to the Estate Management Documentation Folders 1 7 All BSR Contractors Infrastructure Division Estate Works Program Office DSRG Personnel Contractors PSMs CAs Contractors CAS PSMs CAs Regional EFS NPS PDS Estate Upkeep Estate Works Program Office Contractors Infrastructure Division Open access to all Contractors and Defence Personnel Restricted to individual Contractors PSMs CAs and other Defence stakeholders as necessary Restricted to individual Contractors PSMs CAs and other Defence stakeholders as necessary Open access to all Contractors and Defence Personnel Directorate of Data and Information Governance EMOS Contract Authority Contract Administration Support Directorate of Contract Governance Regional Estate and Facility Services Mr Jeff Schofield Mr Michael Kovacs Ms Jennifer Commegno Mr David Stint Mr Jeff Schofield Ms Siwaporn Bundao Mr Jeff Schofield Jeff Schofield Ms Janine Bent Mr Jeff Schofield 27 of 46 Annex B Defence National Work Group Coordinators First Name Jennifer Andrew Fred Br
27. be purchased via Staples Product Code 18965646 User Registration forms are not to be completed or returned to Kanguru USB users must obtain manage and use Defence supplied Kanguru Defender 2000 USB drive in accordance with applicable Defence IT policies To acquire an approved USB thumb drive for the purposes of this Operating Instruction send an email requesting a USB thumb drive and including the name phone number and email address of the responsible person s to your Contract Authority mailbox CC ing DSRG DSO DDIG defence gov au The Contract Authority will purchase a Defence approved USB drive from Staples The Contract Authority will provide a letter to the contractor requiring signing for the USB drive and agreeing terms of use as per policy and CIOG site The USB drive must be returned to the Contract Authority when use has finished 23 of 46 Objective to IBIS 112 0 The following flow diagram provides an overview of the process for uploading Estate Management documentation folders 1 7 to IBIS via Objective Documents Records Generated Under Base Services Contracts 113 0 The EMOS Contract Authority has developed a Reports and Plans Deliverables RPD Register for PSMs Contractors and CAs showing the list of documents required under the Contract when they are due and who the key recipient is for that document A column has been included in this register to indicate where the RPD should be placed in Objective when s
28. cates IRP Item Registration IRP Risk Assessments IRP Safety Device testing maintenance certif icates lojojolojojolojo lt lt lt lt lt z lt lt lt lt lt lt lt s lt lt lt lt lt lt lt SE Z lt lt s lt lt lt lt lt JSP Ee lt lt lt lt lt amp joj o joj o Trade Waste Agreements Wharf reports Bank Guarantee Certificate of Title Commissioning and Handover M M M M M M M M M M M M 6 7 z p m mi z z lt Eq lt gt Concept Design Report 5 Design Report Functional Design Brief Impact Assessment Legal Title Letter of Acceptance gt gt Procurement Procurement Plan Project Brief Project Control lt lt lt lt lt lt lt lt Z Z EI lt lt lt lt lt lt lt lt Z Ojojojojojojojojo o Project Management jojojojojojojojojojojo o Project Specification gt E E lt lt lt lt z Project Variation Request for Tender Site Select
29. contractual activities Documents uploaded into Objective will provide greater transparency of information to all stakeholders in a timely and secure way as well as providing a detailed audit of activity for each object registered In addition registration in Objective will 15 1 form part of the evidence that supports adherence to Commonwealth State and local legislation Defence and Commonwealth policy and contractual compliance associated with the Defence Estate 6 of 46 15 2 support the sharing of intelligence between Contractors and Defence about Defence Estate including its condition risks and maintenance 15 3 inform decisions about the Defence Estate and contract obligations 15 4 ensure Defence records relating to service delivery and contractual obligations are captured within a secure yet selectively transparent environment 15 5 form part of the evidentiary trail that a contractor and or Defence activity was performed and 15 6 provide a central records storage facility in which documents can be retrieved edited reproduced preserved approved and archived Security Classification of Documents 16 0 Documents stored in Objective have to be classified as either UNCLASSIFIED or For Official Use Only FOUO Documents classified as Protected must be stored in accordance with the relevant Defence Product and Service Manager PSM direction All other classifications SECRET TOP SECRET are not part of this instru
30. ction and documents classified higher than Protected must not be stored in Objective on the DRN Table 1 List of Defence Security Classifications for Documents UNOFFICIAL The marking UNOFFICIAL may be This classification is NOT to be used assigned to information that people All documents stored in Objective generate in their private capacity must be as a result of official business under reasonable use of Defence and or contract activities resource provisions UNCLASSIFIED Official information that does not This classification can be used to store meet the criteria for the application documents in Objective as long as it of security classification see meets the classification criteria paragraph 30 45 of the Defence Security Manual DSM is UNCLASSIFIED official information 7 of 46 FOR OFFICIAL USE Official information that meets the This classification can be used as long ONLY FOUO criteria for FOUO as it meets the classification criteria FOUO documents can only be added to Objective via a DRN account PSMs should be issued any additional handling instructions PROTECTED Official information that meets the This classification can be used as long criteria set out for Protected as it meets the classification criteria Protected documents can only be added to Objective via a DRN account Where a requirement for a document to be classified as Protected the PSM should be noti
31. ctor Access Request form refer annex K to request access to specific folders within the Estate Management folder area Contractors will need approval from their Contractor Sponsor to access Objective This form assists information managers in keeping track of Contractor users and security and access controls Once the Objective Contractor Access Request form is completed Contractors are to submit the form via email to ESD Data and Information Governance for action The email address is DSRG DSO DDIG defence gov au Defence Sponsors are to assist contractors requiring access to find a NWGC to implement the change on the system and sign off on the access request Defence NWGCs will be able to provide access and sign off on Contractor access however it is expected that CWGCs will become proficient in the use of the system and manage their employees access and privileges as necessary This will provide Contractors with greater flexibility and management over their employees access and activity within their folder areas A list of Contractor WGC s who may approve Contractor employees access will be provided once determined Once Objective user training has been completed nominated Contractors may complete Objective Workgroup Coordinator training This is a face to face course booked through Campus via the DRN intranet This training provides users with greater detail about the functionality and use of Objective along with the Objective Work
32. cuments in Objective 95 0 Annex M provides a list of document descriptors for use in file naming convention refer items 107 and 108 and guidance on where such types of documents will be placed and which stakeholder groups are likely to need visibility 21 of 46 General Uploads to Objective 96 0 Defence s DRN terminals do not allow drives optical or magnetic media and other peripheral computing hardware devices unless they are Defence approved This type of equipment must be appropriately managed and maintained and the facilities storing the equipment must protect the records and make them accessible 97 0 Contractors may use CD or DVD discs to burn documents to and from Objective and some terminals have scanners directly linked and available for use 98 0 Digital storage devices deteriorate with time and use and are susceptible to dust and fluctuations in humidity temperature and radiation It is therefore important to ensure that stable environmental conditions are maintained Software changes may also require format conversion to ensure that information remains accessible Defence Email 99 0 Files received by DRN email are limited to a file size of 5 and each Mailbox is limited to a maximum capacity of 900MB after which point the Mailbox will not receive or transmit email messages External File Servers Downloads 100 0 Information downloaded from an external file or web server for example Dropbox or Send It is
33. d as evidence in a current judicial proceeding or a future judicial proceeding that will be commenced or will likely be commenced 65 5 the record is subject to a current application for access under the Freedom of Information Act 1982 Archives Act 1983 or other legislation and 65 6 NAA has issued a notice that specifically requires retention of the record in its original format or a specific format Information and System Security Requirements 66 0 67 0 68 0 The security of information for both Contractors and Defence is an imperative part of daily business The following information has been extracted from Defence policy as it relates to the use of information systems and information management For up to date details on security within Defence please refer to Defence Security Manual as a starting point Defence personnel and external service providers are subject to the terms and conditions of their contract and are bound by security policy contained in the DSM and Information Security Manual ISM Failure to comply with the mandatory requirements of the DSM and ISM may result in action under the relevant contract provision or legislation Whilst there is much to keep abreast of in terms of Defence security the following are some core policy rules specifically for DRN users A DRN user must 68 1 Not allow another person to use their log on to access the DRN 68 2 Lock their screen when leaving their workstation whilst logg
34. d easily view and perform necessary activities pertaining to that information The use of the Contractor Deposit Box areas will be largely determined by business needs and that which is arranged between the various stakeholders Contractors may set up folders and subfolders within their Deposit Boxes to suit business needs however it is strongly recommended that the Product and Service line folders are maintained as a minimum Refer to Annex D B Contract Administration Support Contract Change Proposals These folders will ultimately be available for use by each Base Services Contractor to upload Contract Change Proposals edit information and track progress Approved contract change proposals may be downloaded from this area C Defence Fuel Installation DFI Documentation This folder currently stores some DFI documentation that is undergoing a migration activity to place these records within their respective Property File in the relevant Estate Management folders 03 07 Once this activity has been completed the DFI folder structure will be removed D Estate and Facilities Services Project Documentation This folder area provides a centralised storage area for historical project documentation traditionally kept by Estate and Facility Services The folder is temporary until it is determined whether or not the information needs to be transferred to the EM folders Contractors who require access to this information may access it upon request
35. d to storing physical object metadata and electronic object content and metadata Objective enables electronic documents to be managed through their entire life cycle from creation through review and approval for publication as corporate record to archival or disposal This item is used for New Objective Account Requests as well as Reactivations and Updates to existing Objective accounts Please ensure that your personal information in the Defence Corporate Directory is up to date Account Creation Reactivation or Update will be actioned based on the information contained in the Defence Corporate Directory IMPORTANT Completion of CAMPUS course Objective User Training Course Code 212409 is a mandatory requirement that must be completed before submitting a request for a new Objective user account It replaces the traditional face to face basic training and covers the same subject matter Please note the Objective User Training CAMPUS course has a prerequisite requirement for the Responsible Recordkeeping Course Code 207648 CAMPUS course to have been completed prior to commencing tep 1 mouse over for detail S NOTE This item is for single and multiple requests For multiple requests see the following MULTIPLE ACCOUNT REQUESTS Click the Submit button section tep 2 mouse over for detail In the Description opposite enter text MULTIPLE ACCOUNT REQUESTS as shown in the example above mouse For Multiple requests fi
36. der structure as files are expected to be supplied electronically Document is defined as an artefact that possesses information It can be one or more of the following word document portable document format PDF spreadsheet drawing chart map image scan brochure manual certificate or any other item that is not broken down into a data string for inclusion into a database Data can be defined as the representation of raw unorganised facts that need to be captured stored or processed Data can be something simple and seemingly random and useless until it is organised IBIS and GEMS are the key data systems that EMOS and MSP contractors will interact with The bulk of the data provided by the EMOS and MSP contractors to IBIS and GEMS will reflect changes made to the Defence Estate These changes are referred to as modified Estate Master Data or more commonly referred to as Estate Records Defence Record A Defence record is any document or object in any form that contains information relating to Defence activity and is created captured managed or stored by any Defence personnel or external service provider in order to provide evidence of that activity Background 10 0 11 0 12 0 Objective is Defence s record management system mandated by the Defence Committee in November 2009 The system operates on both the Defence Secret and Restricted Networks and enables electronic documents to be managed through their entire life cycle
37. dia are to be afforded a level of protection commensurate with the classification of information they process or store and will be used in a way that will not compromise the official information or the security of ICT systems 105 0 Policy for using PEDs outside of the office conducting remote access to Defence systems from both privately owned and Defence controlled devices may be found in DSM Part 2 21 Off Site Work 22 of 46 106 0 A USB Read only Multicard Reader facilitates the upload only of information from portable devices to the DRN Users can upload appropriate data from personal devices eg Digital Camera s Digital Voice recorders that store data on removable flash memory cards such as SD MicroSD and compact flash to the DRN More information may be found on the Defence ICT intranet USB Sticks and Portable Hard Drives 107 0 108 0 109 0 110 0 111 0 A USB thumb drive is a small device used to transfer files between electronic equipment media devices or networks A thumb drive may also be called Flash Drive Pen Drive Thumbnail Drive USB Thumb Drive Memory Stick Micro Drive Micro USB and Zip Drive Only Defence accredited Portable Storage Devices may be used on DRN Terminals The Defence Kanguru Defender 2000 4GB USB Thumbdrives are approved on Defence networks that are PROTECTED or below including the DRN The Defender 2000 should work on all workstations without further configuration These drives can
38. e facility for documents relating to and associated with the Defence Estate and Base Services Contracts The folder structure within the EM Work Group provides four main areas which are outlined below and explained in Annex E Estate Management Under each folder 1 7 a corporate file is created for each Defence property The EM folders refer annex F under the EM Work Group contain a corporate file for every Defence property regardless of whether it is owned leased or subject to disposal Each part of the Defence Estate is categorised according to its estate classification refer Section 4 DEIS Business Rules for further information Under folder 02 Defence Support National each Base Services product and service has a folder to be used for their business purposes as agreed with the individual PSM Documentation relating to a property must be stored in the correct folder under that property DDIG are responsible for creating new folders in the EM folder structure to reflect changes made to the Defence Estate and the associated estate records held in IBIS A Base Services Contractor DEPOSIT BOXES Each Base Services Contractor has a Deposit Box folder created for their use These folders allow the Contractor Product and Service Managers PSMs Contract Authorities CAs and any other Defence stakeholders to access the same information concurrently It provides a staging area for documents so that stakeholders may quickly an
39. ed onto the DRN 16 of 46 69 0 70 0 68 3 Not reveal their password to any system or device to another person 68 4 Never record their Password anywhere 68 5 Not store or transmit inappropriate material via the DRN When engaged in off site work including remote access Defence personnel and external service providers must not allow people who are not appropriately cleared or do not have a need to know to view overhear or otherwise access any official information which has not been authorised for public release A Data Spill is the introduction of information onto a network that is more highly classified than that for which the network is approved to store and process Data Spills are classified as a major security incident due to the potential harm to national security that could result from unauthorised disclosure of classified information All data spills are to be reported to a Security Officer in accordance with DSM Part 2 12 Security Incidents and Investigations Contractors accessing FOUO information will be required to have a Defence Industry Security Program DISP membership For further information refer to DSM Part 2 42 Defence Industry Security Program User Groups Workgroup Groups and Work Group Coordinator Groups 72 0 User Groups are another way to help manage access and security within Objective A Workgroup User Group is a collection of users assigned to a Work Group WGCs are able to provide assistance in creatin
40. eds Contractor TBA Defence Jen 09 Augility Deposit Box Folder Commegno Dave Stint Contractor TBA Defence Jen 10 Aurecon Deposit Box Folder Commegno Dave Stint Contract Administration Support currently provide this folder are Folder Siwaporn Bundao Jeff Schofield PSMs and CAs Once Contractor access is determined they tc B Contract Administration Support Contract Change Proposals may have access to their specific CCPs DFI documentation being migrated into relevant Folder John Vanderdonk Jen Commegno Property File DFI Folder structure to be removed C Defence Fuel Installations completed This is an interim folder for EFS Project Documentation older Jaenen predominantly for Defence use until a permanent location is ide for this information Contractors may have access to this inform D Estate and Facility Services Project Documentation upon request via Janine Bent WGC 31 of 46 Annex Estate Management Folders 1 7 Folder Hierarchy wv y E EM Estate Management 01 Intemational 1 02 Defence Support National 03 Defence Support Central West _ BSA Berimah 1 5 1 BS4 Edinburgh Defence Precinct 2 0307 Edinburgh Parks 1 0660 1 Bluff PAWP telemetry site 2 0661 Penfield Transferred to 0939 _ 0839 RAAF Base Edinburgh 2 0840 Mt Lofty Transmitting Station Leased 1 1073 DSTO Edinburgh 107 Vacant land Heaslip Rd Penfield adj RAAF Base Edinburgh 1038 Defence
41. eolia United Group Augility and Aurecon CA Region RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W RD C amp W DG BPESP RD QLD RD C amp W RD SNSW RD C amp W RD C amp W RD C amp W RD C amp W ASES ASES DS NNSW DS NNSW CA Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter Ron Hunter CDRE Jaimie Hatcher Gerald Griffin Ron Hunter Julie Groenendjik Ron Hunter Ron Hunter Ron Hunter Ron Hunter Mike Healy Mike Healy Dana Reddy Dana Reddy PSM Region DG BPESP DOTAM DG BPESP DBSSP DS SNSW DLMU ASES DEWPO ASES DEWPO PSM Simon Buckley Simon Buckley Simon Buckley Simon Buckley Col David Graham Bob Hogan Bob Hogan Marcus Jeffery Craig Mills Julie Groenendijk Julie Groenendijk Julie Groenendijk Julie Groenendijk Carl Fitchett Craig Mills Dan Curtis Craig Mills Julie Groenendijk Bob Hogan Inger Carpenter Acting Inger Carpenter Acting Inger Carpenter Acting Kevin Fogarty Kevin Fogarty Dana Reddy Dana Reddy Annex CAMPUS Screenshot showing Objective courses Campus Windows Internet Explorer
42. er Estate ID and each Estate ID must have one or more attributes that describes the estate item refer to Estate Register Information Model Supplementary Information document This is the Estate Master Data record Each Service Request SR registered in the EMOS IBIS or GEMS systems must have a unique Service Request Number and each SR can have a minimum of one or more Work Orders WO Each WO must be uniquely identified and be associated with an Estate Item at the lowest possible level in the ERIM hierarchy For example if a service request is logged for an air conditioning problem it should be associated with the equipment item not the building Noting the initial request may have the SR associated to a higher level estate item until the actual item is identified by the Contractor Each document registered in Objective must have a unique document ID Objective ID and it must include in the document name the Estate ID if it relates to or is associated with an estate item Where an Objective ID is related to an estate record they must be linked and the Objective ID entered in against the estate record held in the Contractor s system IBIS and GEMS Where the Objective ID is a result of a SR or a WO the Objective ID must reference the unique SR or WO ID All documents registered in Objective must conform to the correct naming standard allocated to the document class type per the current document If documents need to be visible within a
43. est Defence Support SA Defence Support SA Defence Support NNSW Defence Support RMV Directorate Data amp Information Governance Defence Support QLD Directorate Contract Governance Contract Administration Support Head Estate Services Division Estate Support Directorate Base Planning Engagement and Service Performance Defence Support Northern NSW Directorate Base Services Management Integration amp Coordination Regional Integration amp Coordination Vic Tas Directorate Base Services Management Integration amp Coordination Email jennifer commegno Q defence gov au andrew clough defence gov au fred grocke defence gov au brian holland defence gov au jeff schofield defence gov au 1 2 defence gov au michael kovacs defence gov au sandra sumptonl O defence gov au siwaporn bundao defence gov au katherine butler O defence gov au ruihana hepi O defence gov au janelle gilbert O defence gov au christine amos2 O defence gov au john vanderdonk defence gov au mira kovac O defence gov au david stint defence gov au Telephone 08 7383 0419 08 7383 0374 08 7383 3008 08 7389 6493 02 4034 7666 02 6055 2161 02 9393 2426 07 3332 6400 02 9393 2043 02 6265 6138 02 6266 2891 02 6266 4942 02 4034 8338 08 9311 2235 03 9282 3609 08 7383 0160 Annex Estate Management Folder Structure e VE EM Es
44. ffect the print quality or the ability to interrogate the content Where feasible native files should be provided along with PDF drawings maps and plans Must be provided in accordance with the Spatial Data Plans maps and other spatial information Management Plan SDMP 20 of 46 Acceptable method for reducing file size for transmission and can be opened on the DRN ZIP Files Documents within Zip files must be extracted and placed in Objective individually Document Scanning 88 0 Refer to Defence policy regarding minimum document scanning specifications required for all post 1995 records and pre 1995 temporary records Destruction of physical records that have been digitised may only be performed in accordance with General Records Authority 31 GRA 31 89 0 Optical character recognition OCR is best practice and should be used for all documents containing text unless there is a specific business case against it The OCR rendition of a record should be captured and managed in addition to but not instead of the scanned images 90 0 Defence has scanning metadata capture specifications which meets metadata requirements regarding process and methodology for records used in evidence If scanning directly into Objective the metadata will be automatically captured and tested using the Objective Desktop Scanning Tool Chief Information Officer Group is responsible for managing the additional metadata script required for all
45. fied of the intention to upload the document any additional document handling instructions required before the document is uploaded to Objective SECRET Not to be used in this instruction Document with this classification must not be stored in Objective via the DRN TOP SECRET Not to be used in this instruction Document with this classification must not be stored in Objective via the DRN Key Stakeholders 17 0 The Estate Management folder is set up in Objective so that stakeholders can create register store and locate documents relating to the Defence Estate a Base Services contract deliverable or an estate development investment leasing disposal or maintenance project Key stakeholder groups include 17 1 EMOS Contractors 17 2 other Base Services Contractors 8 of 46 18 0 19 0 17 3 Infrastructure Division Contractors and 17 4 Estate Services Division Personnel Annex A provides a breakdown of stakeholders for the respective folders within the Estate Management area including folder ownership and the nominated WGC A National Workgroup Coordinator group has been established to oversee the Estate Management EM Work Group in terms of Objective issues structural and process changes A list of members and their contact details are set out in Annex B Folder Structure Overview 20 0 24 0 26 0 28 0 The EM Work Group and subordinate folders within Objective provides a centralised storag
46. g or modifying User Groups 73 0 CWGC must not create or make requests for new Work Groups or Work Group Coordinator Groups in Objective via Objective Administrators unless first approved by the Director or authorised representative of DDIG Privileges 74 0 Privileges are the seven levels of permissions used to control access to objects in Objective refer Table 4 Effectively applied privileges protect objects from unauthorised access Privileges can be applied to objects Work Groups folders and files to determine what tasks can be performed on those objects or on their contents Privileges can be set at the user Work Group Folder File or Object level Table 4 The Seven Levels of Permissions Objective Icon and Privilege Descriptions Action S Description See The name of an object can be seen Open The selected object and its properties window can be opened Create Objects can be created within the structure folder or file Edit A user can edit the attributes of an object and the content of electronic documents Delete An object can be deleted or moved 17 of 46 75 0 76 0 A user with this privilege can assign others privileges to this object Administrator Objective Administrator Assigned all privileges Objective s default access for folders and files is see and open In most cases however information which has a particular audience is locked down t
47. gagement and Service Performance DISP Defence Industry Security Program DPCB Defence Procurement Contracting Branch DPEP Director Partner Engagement and Performance DPP Director Planning and Programming DRN Defence Restricted Network ESD Estate Services Division Division E amp IG Estate and Infrastructure Group previously DSRG 45 of 46 EMOS GEMS HDSO Estate object ID MSP Objective PSM RD RMF SADFO Service Line Estate Maintenance and Operation Services Garrison and Estate Management System Head Estate Services Division Interim Business Intelligence System Infrastructure Division Miscellaneous Service Package Objective is the Defence electronic file and records management system ESD Product Service Manager Regional Director Risk Management Framework Senior ADF Officer 15 the individual set of service requirements which reflects an individual Statement of Work its supporting information and data that describes the requirements for a specific service or product 46 of 46
48. held to the same provisions as external email it is limited to information that is UNCLASSIFIED An appropriate business case may be required to access some file servers beyond the Defence firewall CD and DVDs 101 0 Defence DRN terminals are able to read both CDs and DVDs and copy files from the disks to the Desktop or DRN Most terminal disk drives are able to write to CDs however not all have DVD write permissions 102 0 If not enabled to burn files from the DRN DVD CD burning for file backup may be requested by using the Service Request Catalogue Portable Electronic Devices USB read only multi card reader 103 0 Portable Electronic Devices PEDs are devices that can process store or communicate information electronically Most PEDs also contain media which may be removable or fixed within the device Examples of PEDs that may be found within Defence include but are not limited to 103 1 laptops tablets eReaders phones cameras audio players recorders 103 2 data transfer and format converters that transfer information between peripherals without the use of an intervening computer such as portable Wi Fi hotspots one touch backup drives Serial Advanced Technology Attachment SATA hard disk to Universal Serial Bus USB converters and USB host transfer devices and 103 3 cordless telephones such as Digital Electronic Cordless Telecommunications DECT phones and other wireless protocols including WiFi 104 0 PEDs and me
49. ian Jeff Janine Michael Sandra Siwaporn Katherine Ruihana Janelle Christine John Mira David Last Name Commegno Clough Grocke Holland Schofield Bent Kovacs Sumpton Bundao Butler Hepi Gilbert Amos Vanderdonk Kovac Stint Objective Id uD3271 uA15841 uD1429 uA16566 uG2812 uL 155 28792 uA28765 uK358 uR2489 uR1932 uQ418 uA25100 uC1640 uR3675 uD6016 Region Central amp West Central amp West Central amp West Central amp West Northern NSW Southern NSW Northern NSW Queensland Northern NSW Branch Branch Branch Northern NSW Central amp West Vic Tas Central amp West Position Contract Manager EMOS Contract Authority RIM Estate amp Facility Services Central amp West Customer Services Manager SA Defence Records Management SA Information Manager DS NNSW Regional Corporate Information Manager RMV Data Compliance Officer DS NNSW Customer Service Officer Contract Administrator EA to HDSO Executive Officer Estate Support Executive Assistant to DGBPESP Information Coordinator Contract Officer Regional Integration amp Coordination Officer Contract Administration Officer Directorate Directorate Base Services Management Integration amp Coordination Estate amp Facility Services Central amp W
50. icate of compliance EM Estate object Concept Design Report CDR EM Estate object oe O w Contract Amendment Proposal CAP EM CCPFoler Contractor PSM DPCBandCA S Change Proposal EM Estate object 1 EFS BSM Projects Contractor M Corporate Services Infrastructure Requirement CSIR EM Estate object EFS BSM Projects Contractor 39 of 46 Defence Dispensation DISP Relevant Directorate As Determined 5 Design Report As Determined ENGR EmEstateobet A Fire Safety Survey Report FSS Estateobject 0L Geospatial Shape File GSF Estateobject E GreenStarRaing GSR M lt Hazard Area Verification Dossier HAVD EM Estate object Heritage Report HERR EM Estate object Doo EM Estate object m Image IMG NSIMS L impactAssessment IMPA EM Estate object o S MU EM Estate object WHS Contractor PSM CA BSM EFS Incident Report INCR Sentinal RD 5 InspecionRepot INSP EMEstateobet M Legal Title PSM CA DCG Contractor Manufacturers Specification N EM Estaeobjet 1 MU Manual of Fire Protection Dispensation MFPED EM Estate object 5 40 of 46 Use Rating Net Personnel Operating Costs NPOC Report NPOC Relevant Directorate NPOC is being phased out 5 EM Estate
51. ion Report Stakeholder Management Submitted Tenders Tender Evaluation Board Report jo JO o o Tender Evaluation Plan lt lt lt gt p Z lt Z Z lt lt lt Z S s s lt lt lt lt lt lt lt lt lt Z Z lt lt lt lt Z lt lt lt lt z 5655 s s lt lt lt lt lt lt lt lt lt lt Z lt lt lt lt lt lt oj o 43 of 46 44 of 46 Acronyms In this document all references to an acronym in the singular also refers to the plural and vice versa ADF Australian Defence Force ASES Assistant Secretary Estate Owners BAU Business As Usual BS Base Services BPO Business Process Owners CA ESD Contract Authorities CIOG Chief Information Officer Group DBO Data Business Owner DCPB Defence Contracting and Procurement Branch DDIG Director Data and Information Governance DEIS Defence Estate Information Systems Means each of the Commonwealth s estate information management systems DEMS Defence Estate Maintenance System DEQMS Defence Estate Quality Management System DFTP Defence Functional Transfer Plan DGPESP Director General Base Planning En
52. l descriptive words may be included for example Business Case is one descriptor BC is its acronym however for the file name to become more meaningful it could be adapted to BC New Generators Folders for each unique Estate Register Item will be created upon request by Defence BSC Unique Identifier at the request of BS Contractors this provides for an identifier for tracking of documents in BS Contractor systems It does not need to be populated and is not parsed by Defence Defence do not need to use this when placing documents in the EM folder Document date 15 the date which the document has been provided to Defence Objective allows duplicate files names because each object has a unique identifier All documents in the EM area folders 1 7 which link with IBIS will be required to have the same naming convention as identified above Metadata requirements for records in Objective 121 0 122 0 123 0 All digital Defence records must comply with the metadata standards described in the Australian Government Recordkeeping Metadata Standard 2 0 AGRKMS For Estate related documentation which links with IBIS custom metadata catalogues for Objective files are currently being investigated It is envisaged that once criteria has been determined creation of the catalogues will take approximately six months See Annex N for metadata requirements based on existing Objective metadata fields 25 of 46 Section 5
53. ll in the Bulk requests for Objective Accounts xls spreadsheet located at the bottom of this page and over this Step 2 to display upload in the Attachments Panel See the following for upload instructions above Click Continue Download Bulk requests for Objective Accounts xls from the bottom of this page to your Desktop Fill in your requirements and save the spreadsheet Click on the Request bottom on this page Complete the Request Description Contact Information Order Information and Details Panels When the Attachments Panel appears click Edit Click on the folder icon Attach your saved version of Bulk requests for Objective Accounts xls tep 3 mouse over for detail In the Details opposite select the option you require then enter your eo Directorate and Branch details as acronyms mouse over this Step 3 box to display the example above Supervisor Line Manager RELATED LINKS Objective One Stop Shop Records Management Policy webpage account will be sourced from the Defence Corporate Directory DCD Please ensure your details in the DCD Last updated S August 2014 are up to date Service Owner Objective User Support J All other details required for an Objective Annex Objective Contractor Access Request Form to Estate Management Folders Contractor Access Request Date 27 01 15 Reference Contractor Details Completed by
54. low the process for that system Contractor Objective User 49 0 50 0 Contractor Objective Users COU within the Estate Management structure is determined at the individual level by the CWGC The COU is expected to be responsible for the day to day management of documents into Objective in accordance with this instruction All Objective Users Contractor or Defence are responsible for notifying intended recipients within a timely manner of information uploaded to Objective for their use reference Whilst there is an alert function within Objective this is not to be relied upon for such notifications Getting access to the Defence Restricted Network and Objective 51 0 Defence Restricted Network DRN A user must have a Baseline or higher security clearance to gain access to the DRN PSMs are to approve the request for contractor personnel to have access to the DRN account as the Defence Sponsor Details on how to go about doing this may be found through this link New DRN Accounts electronic Network Access Request eNAR The eNAR process eliminates the need to complete paper based forms After the eNAR is submitted it only takes approximately 30 minutes for a new DRN account to be available to the new user At the end of the process the new user will have the following 52 1 A DRN account 52 2 An E mail account including automatic inclusion on the relevant work site s email distribution list s 52 3 Access
55. lt lt lt s lt lt lt Z ISIS lt lt lt S Z Z lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Z lt lt lt Z lt lt EM Document Types Complementing EU EA Servi lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Z SIE lt lt lt lt lt Eq s lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt ISIS lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt lt Z lt lt s lt lt lt Z Z lt lt lt ojojojojojojo o 0000 o o Electrical Integrity Testing Results Electrical Operating Authority Supply Agreements Enviromental Clearance Certificate ECC is fe le z Estate Invesment Requirment EIR Fire Safety Surveys for third party entity ojo ojo Hazardous Areas test results Registrable Plant RP IRP Commissioning Certificates 00 o RP Design Registration IRP Inspection Certifi
56. ny ambiguity inconsistency or discrepancy 3 1 Commonwealth Legislation 3 2 Base Services Contracts 3 3 Defence Policy and 3 4 this Operating Instruction Scope of this Instruction 4 0 This Operating Instruction covers 4 1 the operating policy and use of Objective 4 2 the purpose and structure of the Estate Management folder 4 3 the use of the Estate Management sub folders including uploading of Estate related documentation to IBIS 4 4 the Objective users roles and responsibilities and system support 4 5 the document types typically required to be stored in Objective under the Base Services Contracts and 4 6 fileand document formats specifications and naming conventions 5 0 Documents required to be stored in the National Spatial Information Management System NSIMS is subject to a separate Operating Instruction for NSIMS Definitions 6 0 A Corporate file consists of a collection of documents emails and objects that record an organisation s business and policy decisions A Corporate file can be one of the following within Objective Virtual Physical and Mixed mode Virtual files are created in and managed by Objective but have no physical equivalent and contain only electronic documents Physical files are created and handled physically recorded in and managed by Objective Mixed mode files contain both Virtual and Physical 7 0 8 0 9 0 documents Note that new physical files should not be created in the EM fol
57. o that audience so that other users are unable to see the information Consistent with the need to know principle within Defence Objective users must not access files containing information which does not concern them or the work that they do Audit trails within Objective identify all activity relevant to folders files and documents Privileges to a hierarchy of workgroups and folders should be applied in a pyramid structure The most limiting privileges are assigned to the highest workgroups and folders The increased privileges are applied in order as the groups and users are allocated to specific folders and files within the Workgroup structure 18 of 46 Section 4 DEIS Business Rules 77 0 78 0 79 0 80 0 81 0 82 0 83 0 84 0 The following business rules define the data and document relationship within the DEIS These rules specifically apply to information which is associated with IBIS and later GEMS and that which is stored in the Estate Management folders 1 7 Each estate item must be classified against the Estate Register Information Model ERIM structure and must be categorised as one of the following 78 1 Region 78 2 Base Support Area 78 3 Property 78 4 Building 78 5 Building Level 78 6 Building Space 78 7 Infrastructure 78 8 Infrastructure System 78 9 Land Space 78 10 Equipment 78 11 Equipment System or 78 12 Hazard Each estate item must have a unique identifi
58. ogging into Campus and selecting the Request Access link from the Campus Anywhere portal on the Homepage 57 0 Not all Campus courses will be available on Campus Anywhere due to course content and links to DRN information Unfortunately at the time of producing this Instruction Objective User training Responsible Recordkeeping and Work Group Coordinator training is not available on CAMPUS Anywhere An enquiry into this has recently been submitted The current solution is to log on to a DRN terminal to undertake the CAMPUS training 58 0 Upon completion of the Objective User Training course Users will be asked to complete an Objective User Account activation web page refer annex Within a few days of entering the details the DRN Service Desk will create the new Objective account In completing the activation web page Contractors are asked to request that an abbreviation of their company name be included in their Objective identification refer table 3 For example Reynolds David Mr 6 DSRG EMOS TSA Table 3 List of Base Services Contractors and Objective Company ID 59 0 Once the Contractor has received confirmation of the activated Objective account via email they will need to liaise with their Defence Sponsor the PSM to gain access to the relevant Estate Management Work Group folders in Objective 14 of 46 60 0 61 0 62 0 The Contractor and Defence Sponsor will need to complete an Objective Contra
59. on Documentation Relative PSMs and CA ly Relative PSMs and CA Relative PSMs and CA Relative PSMs and CA Folder Siwaporn Bundao Jeff Schofield United Group Only Relative PSMs and CA a Folder Siwaporn Bundao Jeff Schofield Augility Only Relative PSMs and CA Folder Siwaporn Bundao Jeff Schofield Aurecon Only Relative PSMs and CA Folder John Vander Donk Jen Commegno All DSO Incl BS Contractors viv viv x Annex Estate Management Folders Folder Owners and Purpose of Folder Area Level 3 Level 4 Level 5 Level 6 Level 7 Level 8 Container Type Work Group Coordinator Comments Navigational Navigational Navigational Functional Functional Operational Folder Ownership ab pU ne We Work Group Defence Jen Commegno Andrew _______ Estate Management Workgroup ug Estate Management Work rou This Work Group folder and sub folders 01 to 07 have been se 01 International Folder DDIG for the storage of Estate documentation requiring linkage to IBI 02 National Folder DDIG Default Access to these folders 01 to 07 should be set at See Open for all Objective Users 03 Northern NSW Folder DDIG 04 Queensland Folder DDIG DDIG is the owner of these folders and are responsible for crea Folder modifying and deleting information in this area of the Estate 05 Southern NSW 206 Management folder Contractor WGCs will not have privileges 06 Victoria amp Tasmania Folder DD
60. or higher Generally this specification for documents may be used unless any of the following conditions apply The document contains colour retained to preserve the contrast eg faded text browning paper or coloured photographs is a photograph or smp uiid A a negative Searchability OCR Please Note documents with Recommended coloured letterheads wet signatures unless they have 38 of 46 Annex Document Descriptors File Placement Key Stakeholders and Estimated Document Size eo E PE Document Descriptors Acronym ec Dispensation AGLD EM Estate object idioma mma Report AHIR EM Estate object EFS BSM Projects Contractor Asbestos Survey Report EM Estate object EM Estate object Audit Report AUDR As Advised As determined by PSM CA Bank Guarantee BNKG Dept of DeptofTreasuy DCG CAS Finance EE E Building Code of Australia Alternative Solution BCAS EM Estate object Bushfire Report BushfireReport BFR Estate object EM Estate object EM Estate object Business Case BUSC Relevant Directorate M Determined CAD File EM Estate object Property BSM Projects Certificate Of Occupancy EM Estate object gt gt Certificate of Title EM Estate object Commissioning and Handover Plan CHP Relevant Directorate As Determined Commissioning Report COMR Relevant Directorate AsDetermined M coel Certif
61. other WGCs Defence and Contractor NWGCs have a default access to all ESD Work Groups within Objective and facilitate Contractor Access to respective folders within the Estate Management area NWGCs assist with the overall structure and management of DSOs Objective system 11 of 46 Defence Work Group Coordinators 40 0 Work Group Coordinators WGC are those Objective users who have volunteered to provide assistance to others in the use of Objective They complete an advance level of training in the use of the system and have additional responsibilities in ensuring that information management within the system conforms to Defence and Commonwealth government policy and legislation 41 0 Work Group Coordinators assist with the day to day management of files documents and local system structures for their respective business areas WGCs assist NWGCs carry out activities in maintaining ESD s Objective system WGCs may also provide assistance to Contractor Objective Users if required Product amp Service Managers Defence Sponsors 42 0 Defence Product and Service Managers PSM refer Annex H work closely with their respective Contractor representatives Objective provides an important platform for the interchange of information between PSMs and Contractors which helps facilitate collaborative interactions 43 0 PSMs as the Defence Sponsor for Contractors will help provide administrative oversight of Contractors use of Objective P
62. posit Box Folder Jen Commegno David Stint BJC Only Relative PSMs and CA efx x 4 0 Compass Deposit Box Folder TBC Interim J Commegno Compass Only Relative PSMs and CA dx x x 5 0 Wilson Security Deposit Box Folder TBC Interim J Commegno Wilson Only Relative PSMs and CA dx x x 6 0 MSS Security Deposit Box Folder TBC Interim J Commegno MSS Only Relative PSMs and CA xf x 7 0 Veolia Deposit Box Folder TBC Interim J Commegno Veolia Only Relative PSMs and CA 8 0 United Group Deposit Box Folder TBC Interim J Commegno United Group Only Relative PSMs and CA xf x 9 0 Augility Deposit Box Folder TBC Interim J Commegno Augility Only Relative PSMs and CA 10 0 Aurecon Deposit Box Folder TBC Interim J Commegno Aurecon Only Relative PSMs and CA ef fe B Contract Administration Support Contract Change Proposals Folder Siwaporn Bundao Jeff Schofield Contractors CAS DPOB Relative PSMs and cl Transfield Services Deposit Box Folder Siwaporn Bundao Jeff Schofield Transfield Only CAS Relative PSMs and CA dx x x Spotless Facility Services Deposit Box Folder Siwaporn Bundao Jeff Schofield Spotless Only Relative PSMs and CA Brookfield Johnson Contro Compass Deposit Box Wilson Security Deposit Bo MSS Security Deposit Box Veolia Deposit Box United Group Deposit Box Augility Deposit Box Aurecon Deposit Box C Defence Fuel Installati
63. priate handling of the records for which they are responsible The file structure in a Work Group is constructed and managed by the designated WGC and should be designed around an effective structure for that business area Defence has already created many of the sub folders in the Estate Management Work Group and has assigned Defence WGCs to help manage the folder areas The following roles provide an outline of key responsibilities for Contractors and Defence in managing Defence records within the Estate Management Work Group of Objective Directorate Data and Information Governance 36 0 Data amp Information Governance oversees the implementation of structures policies procedures processes data and controls to manage information and maintain quality and controls over data in line with ESD requirements In particular DDIG provides the operating guidance for the use of ESD s Objective system folder structure storage and naming of documentation including the metadata stored with each document Defence National Work Group Coordinators 37 0 38 0 39 0 Made up of Principle and Work Group Coordinators the Defence National Work Group Coordinator NWGC group has evolved as a result of change in ESD s Operating Model A list of Defence NWGC and their contact details is in Annex B NWGCs assist DDIG to ensure ESD s information management standards are maintained They are the liaison between DDIG Objective Administration and
64. tate Management 1 01 Intemational 02 Defence Support National 03 ee Support Central West DOCUMENTATION 04 Defence Support Northem NSW FOLDERS 1 7 05 Defence Support Queensland 4 06 Defence Support Southem NSW 07 Defence Support Victoria Tasmania EF A Base Services Contractors DEPOSIT BOXES 1 01 Transfield Services DEPOSIT BOX EMOS CW 8 VIC TAS incl MSPs 02 Brookfield Johnson Controls DEPOSIT BOX EMOS NASW 03 Spotless Facility Services DEPOSIT BOX EMOS QLD amp SNSW n 04 Wilson Security Deposit Box MSP CW SNSW amp VIC TAS INCLUDING 05 MSS Security Deposit Box MSP GLD MNSW CONTRACT 06 Compass Deposit Box MSP Hospitality amp Catering QLD MNSW 8 SNSW DELIVERABLE 07 Veolia Deposit Box MSP Waste All Regions REPORTS 2 08 United Group Deposit Box MSP National Program Service All Regions 4 09 Augilty Deposit Box MSP Project Delivery All Regions A4 10 Aurecon Deposit Box MSP Project Delivery All Regions E Contractor Deliverable Reports Register EF B Contract Administration Support Contract Change Proposals Augility P L Aurecon Australasia P L CONTRACT CHANGE PROPOSAL DOCUMENTATION Access to the Contract Change Proposal area 1s currently closed to Contractors Access to be provided 1 due course Transfield Services Australia P L UGL Services P L Veolia Environmental Services Australia P L Wilson Security
65. ubmitting reviewing and or transferring the document s This is currently being populated File Naming Convention 114 0 In general Objective s file naming convention provides that 114 1 114 2 114 3 114 4 114 5 114 6 114 7 all object titles in Objective are written in title case for example Remembrance Day Ceremonial Parade commas colons and semi colons must not be used in a title hyphens can be used in titles abbreviations and acronyms should be written in full classification caveats must not be used in a title file names must be logical and detailed file titles must not contain sensitive information such as personal details 24 of 46 115 0 114 8 file names must be unclassified For Estate related documentation which is placed in the Estate Management folders 1 7 following naming convention will apply Unique Property ID lt gt Document Type lt gt Document Date lt gt BSC Unique Identifier Eg 1012 A011 Fire Safety Survey 20150219 S0385 116 0 117 0 118 0 119 0 120 0 Unique Property ID this ID can be found in the IBIS Estate Register via the DRN Online Portal or in the Estate Register extract provided to Base Services Contractors under the Attribute 1035 Document Type document descriptions are taken from the IBIS Allowed Values List ALL AVL 41 Document Type Acronyms for each are found at Annex M Where the acronym is generic additiona
66. ve PSMs and CA dx x x 111 Pest amp Vermin be maintained WGCs Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA dx x x 1 12 Cleaning sadan folders i Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA fel x 1 13 Housekeeping Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA x x x 1 14 Base Reprographics Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA dx x x 1 15 Sport amp Recreation Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA dx x x 116 H amp C Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA pele x 1 17 Rescue amp Fire Fighting Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA fel x 1 18 Aircraft Refuelling Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA pele x 119 POL Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA dx x x 120 Retail Stores Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA x 1 21 ECART EMOS Contract Authority Reporting Tool Folder TBC PSM Interim J Commegno Transfield Only Relative PSMs and CA 2 0 Spotless Facility Services Deposit Box Folder Jen Commegno David Stint Spotless Only Relative PSMs and CA Ix x x 3 0 Brookfield Johnson Control De

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