How should I manage my information?

What is Information Management?

Information Management is defined within the QGEA glossary as "the means by which an organisation plans, collects, organises, governs, secures, uses, controls, disseminates, exchanges, maintains and disposes of its information; as well as any means through which the organisation ensures that the value of that information is identified and exploited to its fullest extent."

The Information Management Policy Framework (IMPF) identifies and defines the various domains which contribute to effective information management across the Queensland Government. It is an organising framework for establishing a common viewpoint and shared understanding of the broad scope of information management activities undertaken. Additionally, it can be used as a tool to categorise information management activities which can then form the basis for undertaking gap analysis and discovering duplication.

The IMPF has two levels of domains. Level 1 domains are high-level domains that cover all information management activities across Government. Each level 1 domain has one or more level 2 domains which are lower-level domains that define the specific elements of their parent domains. The level 1 domains of the Policy Framework are shown below.

Please select the relevant box in the diagram to view the policies within that grouping:


To learn more about the above domains please select here ..

What Information Management tools are there?

Data governance

The Data Management Book of Knowledge defines data governance as “the exercise of authority, control and shared decision-making (planning, monitoring and enforcement) over the management of data assets”[1].

Data Governance vs. Information governance

QGEA defines information governance as “the system by which current and future use of information and its management is directed and controlled.” This definition is very similar to the DMBoK data governance definition described above.

QGEA has long standing  policy guidance regarding information governance. At the highest level, this consists of the Information governance policy that mandates agencies must implement a formal information governance practice. This policy is supported by the following documents:

  • Implementing information governance guideline - This guideline provides advice to help agencies with suggested approaches for implementing information governance in line with the Information governance policy. It defines information governance, roles and responsibilities and reporting functions.
  • Information asset custodianship policy - This policy applies to all Queensland Government departments and stipulates that they will identify their information assets and assign appropriate custodianship roles and responsibilities to ensure these assets are managed throughout their lifecycle.
  • Information management roles and responsibilities - This guideline provides information and advice for Queensland Government departments to consider when implementing the policy requirements of the Information asset custodianship (IS44) policy. It specifies generic roles and responsibilities that may be required to support effective information management in an agency. Agencies may use this guideline as a point of reference and starting point for the development of information management roles specific to the agency.
  • Information management maturity development resource - This guideline provides advice to help departments develop their information management maturity utilising the Information management development resource as a self-assessment tool. It may also assist in developing strategies to improve their information management practices.

QGEA guidance

With input and assistance from members of the Data Governance Working Group, a Data governance guideline was added to the QGEA in 2019. This document provides guidance to Queensland Government agencies who have identified a need to better plan, monitor and control their data. Its focus is on defining what data governance is, outlining what it is that needs to be governed and providing context around why data governance is important. The guideline includes implementation scenarios which demonstrate what data governance may look like in a variety of different circumstances.

Other documents

Please note: documents in the QGCDG Knowledgebase can only be accessed by users with a Queensland government login.

There are also several documents pertaining to data governance within the QGCDG Knowledgebase:

[1] - Data Management Body of Knowledge (p. 69)

ICT Profiling Program

Through the ICT profiling program, QGCDG collects, analyses and leverages a broad range of Queensland Government ICT data for numerous insight and strategic objectives.

Queensland Government employees can access the ICT Console to explore this data, which includes a large number of information assets reported across agencies from 2011 onwards.

Information Sharing Authorising Framework (ISAF)

The Queensland Government is a huge generator and consumer of data and information.  Yet regularly, decision makers across all levels do not have access to all the requisite information they need when making crucial decisions – particularly if the information or data is located outside their line agency. Too often, access to crucial information and data is limited due to a misunderstanding of the risks and a lack of consideration on the overall value of sharing.

The Information Sharing Authorising Framework (ISAF) aims to change this status quo by helping agencies strike the right balance between understanding and mitigating risk and realising the benefits and outcomes when sharing data and information. It consists of a set of guidance and advice that assists those agencies who seek to establish and manage an information sharing activity.  The ISAF is broad in it's design and can facilitate sharing across the full spectrum of data and for a broad gamut of uses. These include:

  • to help agencies facilitate service and program delivery
  • inform policy development and implementation
  • provide data input to research and analytics activities
  • publish open data into the public domain

The ISAF strives to ensure Queensland Government information is exchanged between parties without friction, while respecting the privacy rights of individuals and balancing risks and opportunities. The development of the ISAF was led by QGCDG, in conjunction with the vendor partner GWI, and supported by valued contributions from subject matter experts across Queensland Government.

Let us know what you think!
If you have any thoughts, comments or feedback on the framework than we would love to hear from you! Please contact the QGCDG Data Strategy and Open Data team at


The inability to effectively share information between Queensland Government agencies has been highlighted extensively through many independent reviews of distinct Government service delivery failures. This includes the following watershed reports where ineffective information sharing is highlighted as an attributing factor:

Each report makes recommendations to improve information sharing within their service delivery domain and positive tangible progress has been made on this across multiple fronts and in many service delivery areas (In fact, the Information Sharing Authorising Framework draws heavily on the work conducted by the 'Our Child' Information Sharing Solution established in response to the When a child is missing report). However, the need to improve information sharing process and practice more broadly across all service delivery domains still remains. Subsequently, the Information Sharing Sponsoring Group (a Directors-General ICT Council endorsed oversight sub-committee) approved the development of an authorising framework to provide clear guidance and structure for information sharing across broad range purposes and for use by a broad range of agencies.


The framework is a group of modular components comprising mostly of process guidance, artefact templates and other relevant resources that assist in the establishment and subsequent management of an information sharing activity. For simplicity, these components are organised into four distinct phases which cover the life-cycle of an information sharing activity. The modular design of the framework allows sharing practitioners to easily select the right guidance or tools that best fit their individual circumstances and sharing objectives. A primary premise for the development of the framework was to change the nature of the information sharing conversations from being primarily about ascertaining and remediating risk (either real or perceived), to identifying and permitting information sharing opportunities to improve the business of Government.

The following key relationships assist in structuring the framework for use:

  • Each phase of the Framework has subordinated sub-phases. These sub-phases are comprised of a number of activities, with each activity producing or contributing to an enabling artefact.
  • The Prepare phase should always occur first as its primary output is a master information sharing agreement
  • The Manage phase is core to all other phases and can be considered the default operating phase of the framework. (i.e. the phase where a sharing activity sits when in it's production state)
  • Innovation can occur in any phase (and the Use phase includes formal opportunities to include innovation)
  • Information sharing ends in the ‘Retire’ activity of the Manage phase

The Four Phases of the Framework

Additionally, the framework has two mechanisms that strengthen and support an information sharing activity. These are:

  1. Permitted Usage Conditions Model
  2. Escalation Pathway

The Permitted Usage Model

The Permitted Usage Conditions Model provides a standardised way to give clear and consistent permission on the use of any shared information in an activity. Empowering information custodians to define permitted uses of shared information through a standardised model guarantees clarity of intent and removes the risk of liability through misuse across the information value chain.

Escalation Pathway

The Escalation Pathway provides a short circuit mechanism to help a stalled information sharing agreement where one or multiple party members aren't able to agree on the sharing of information. The pathway allows for decision makers to be provided a full and comprehensive understanding of the risks and opportunities to make an informed decision on sharing.


The diagram below shows all the comprising artefacts of the Information Sharing Authorising Framework. Each artefact is the result of one or more activities conducted across each phase of the Framework. Key enabling artefacts include the Master Sharing Agreement and the Information Exchange Schedule.

Formal Agreement Instruments

The framework includes a hierarchical set of formal agreement instruments that aim to provide consistent, structured and reusable authorisation pathway for all information sharing activities established by the Framework. These formal agreement instruments are outlined in the table below.


Level of Sponsorship


Data and Information Sharing Charter (PROPOSED)


Whole-of-Government executive agreement on core principles of information sharing which all government agencies strive to.

Master Sharing Agreement

Deputy Director-General

Agency executive agreement for information sharing between all relevant parties for a broad context.

Information Exchange Schedules

Executive Director

(or CIO)

Comprehensive details and protocols of information sharing activities in an endorsed context and with a narrow and specific purpose

The diagram below shows the hierarchical structure of the formal agreement instruments. The Data and Information Sharing Charter sets the direction of government, the Master Sharing Agreements authorise sharing for a broad purpose (such as child protection information) and the Information Exchange Schedules define in detail information sharing for a narrow and specific purpose, which has been endorsed under a broader context (i.e an Master Sharing Agreement)

Further Information

Data Strategy and Open Data, QGCDG

Discussion Forums

To view all the Information Management related discussions currently up on the QGCDG discussion forum please view the Information Management category.

This forum includes discussions on all upcoming changes to Information Management related policy and guidance.

Last Reviewed: 29 June 2022