Digital Records Keeping to Information Governance in Estonian Local Governments Ingrid Pappel Department of Informatics Tallinn University of Technology Tallinn, Estonia ingrid@interinx.com Ingmar Pappel Department of Informatics Tallinn University of Technology Tallinn, Estonia ingmar@interinx.com Monika Saarmann Department of Informatics Tallinn University of Technology Tallinn, Estonia monika.saarmann@eesti.ee Abstract—The connection of information governance with the management of organisation processes and workflows, along with digitalisation, has been a clear trend in recent years. Digital information is currently mostly perceived as essential but difficult to manage. The main aim of information systems in the public sector is to store, manipulate, diffuse and preserve knowledge to achieve effectiveness of e-governance. This article gives an overview of the developments in Estonian local governments over the past ten years with the aim to introduce the Electronic Documents and Records Management System as the central system of governance. The principles of developments and related results have changed in time, with the initial functionality of the general metadata register advancing into a system for creating, managing and providing different services to citizens and businesses. Among other innovative solutions, a local e-government model is under way to be introduced in all interested local governments and to be exported abroad as well. The article casts light on the development of the model, including the first results in terms of implementing its modules, and further plans regarding the introduction of information governance in local governments. Keywords-information governanc; e-government; records management; knowledge management; local government; paperless management; interoperability; e-services I. INTRODUCTION Given that the amount of information content available is constantly growing, it is necessary to avoid absence of vital information. Knowledge is the force that, through the staff, drives the organisation. Digital information is currently mostly perceived as essential but difficult to manage. As the public sector performs its activities and makes decisions, there is a strong need to preserve informative and evidential value from the point of view of public sector transparency. The term information governance (other widely used terms are information management and knowledge management) refers to the implementation of software, systems and procedures to prevent the loss of control of information. The main aim of information systems in the public sector is to store, manipulate, diffuse and preserve knowledge to achieve effectiveness of e- governance. Blind application of information- and communication technology (ICT) is neither necessary nor sufficient for effective e-government. Knowledge management is the process through which an organisation uses its collective intelligence to accomplish its strategic objectives. E- government is not only the application of ICT, but rather a complex system consisting of information, technology, processes, workflows, people, their behaviour and other factors. Electronic Documents and Records Management Systems (EDRMS) are applied in the public sector systematically to ensure that records created today would be accessible, usable, reliable and authentic [1] also in the future to ensure the preservation of corporate memory and to facilitate the provision of e-services. Public e-services rely on appropriate document workflows and records management solutions that support working with digital documents. This paper discusses how EDRMSs can be launched as an integral part of e-government in Estonian local governments. This works and statements are based on actual application EDRMS platform Amphora and the practice in more than hundred local governments, who use this system in their everyday work. Solution is technically capable to communicate with main state registries, Citizen Portal and financial systems. Article gives a short overview of the newly established e-State Technologies Laboratory – a learning and science centre for the development and implementation of e-government Technologies at the Tallinn Technical University. The authors describe a theoretical local e-government model, which is currently under development on the basis of best practices in more than a hundred local governments. The model comprises deployment and development activities regard the EDRMS and complementary modules (easy creation of e-services, the legislative system, a solution for managing electronic sessions, etc). In addition, a conception of method for assessing the digital performance in local governments is presented. There are a number of studies about the role of digital information and aspects of e-government. Our research in progress provides support to the concept that a records management system can be a basis for effective governance in local governments, as it creates good preconditions for offering e-services to citizens and businesses. II. THE EFFICIENCY AND DEVELOPMENT OF E-GOVERNANCE IN THE ESTONIAN PUBLIC SECTOR Estonian paperless records management [2] as a part of e- government [3] has been set as an example in Europe on numerous occasions. In 2009, Estonia’s transition to paperless