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“Right Information, Right Time, Right Place” Solving Business Challenges at Greater Dandenong

“Right Information, Right Time, Right Place” Solving Business Challenges at Greater Dandenong. 26 May 2009 Adele Evans IT Projects & Strategy Co-ordinator City of Greater Dandenong. Profile. Located in South Eastern Melbourne 850 Employees networked across 6 major locations

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“Right Information, Right Time, Right Place” Solving Business Challenges at Greater Dandenong

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  1. “Right Information, Right Time, Right Place”Solving Business Challenges at Greater Dandenong 26 May 2009 Adele Evans IT Projects & Strategy Co-ordinator City of Greater Dandenong

  2. Profile • Located in South Eastern Melbourne • 850 Employees networked across 6 major locations • 34 Business Unit • Over 650 PC’s

  3. Records Management Overview • Team of 11 • Hybrid System – Paper and Electronic (Recfind) • File Creation • Classification, registration and scanning • Archiving • Processing enquiries • Mail Management • File Retrievals and Searching • Records system training • Plan Scanning Bureau

  4. Challenges • Council Staff • Lack of understanding of records – What is a record? • Lack of use by staff of the EDMS • Dependence on Network drives for storage of documents • Duplication of documents • Records Management • Resource intensive - managing both hardcopy and electronic records • Discovery of documents in disparate repositories and formats • Increase staff confidence to manage documents

  5. Purpose of EDRMS • Capture electronic documents • Group “like” documents together • Search, retrieve, edit, track and distribute documents • Integration with other major systems • Protect documents/records from unauthorised access • Improve access to corporate documentation via a single corporate repository • Facilitate information sharing, collaboration and knowledge management • Manage Council documents and records in accordance with legislative obligations • Protect corporate documentation from potential loss/damage

  6. EDRMS Requirements • Ease of use • Integration • VERS Compliant • Functionality • Finance/Cost

  7. Selecting an EDRMS • Development of Scoring Method • Evaluated Responses Against Requirements • Site Visits/Reference Checks • Due Diligence • Response to Additional Questions • Product Demonstrations

  8. Implementation • Stage 1 – Tender Process • Stage 2 - Selection Process • Stage 3 – Implementation preparation • Stage 4 – Project Initiation • Stage 5 – Implementation

  9. What are we doing now? • Installation and Build – Objective • Finalise BCS and Data Cleansing – CGD • Clean up Network Drives – CGD • Change Management for Records Team

  10. Conclusion • Senior Executive Support • Common Vision • Solid Project Management Plan • Transparency and Collaboration • Confidence/Trust in Vendor

  11. Questions?

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