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DOCUSHARE AND THE TOWNSHIP OF TINY

DOCUSHARE AND THE TOWNSHIP OF TINY. Providing a Solution for Document Management Brenda Biggs, GIS/Computer Coordinator. PRE DOCUSHARE ISSUES. Paper documents were stored and retrieved from file folders in cabinets and boxes throughout the Administration Building

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DOCUSHARE AND THE TOWNSHIP OF TINY

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  1. DOCUSHARE AND THE TOWNSHIP OF TINY Providing a Solution for Document Management Brenda Biggs, GIS/Computer Coordinator

  2. PRE DOCUSHARE ISSUES • Paper documents were stored and retrieved from file folders in cabinets and boxes throughout the Administration Building • Physical space of documents as well as disaster recovery, if one should occur, was an issue that could not be ignored • Documents were recorded in a DOS based Records Management System that was over 10 years old • Searching for misfiled documents became time consuming and frustrating for Staff

  3. PRE DOCUSHARE ISSUES (CONT.) • Property owners wanted easier access to municipal information ie: by-laws, minutes etc. • Municipal Officials needed convenient access to information (ie Egenda) • No accountability with misfiled documents (Docushare labels a name to each piece of information entered into docushare) • Document Imaging was the solution for documents that are required to be kept forever that may deteriorate over time

  4. ONE PROGRAM ONE SOLUTION

  5. WHY DOCUSHARE? • Xerox was prepared to provide a 30-day trial period • Provided a solution for future growth of Document Management • Had more components to offer without extra cost (was part of the program) • Licences for our existing and future users was affordable • One umbrella solution (scanner/copier and DocuShare)…More accountability… one phone call

  6. Why DocuShare? (cont.) • Customizable to include the Records Management requirements for Ontario Municipalities

  7. DOCUSHARE CONTINUES TO GROW WITH TINY • Tiny purchased a second XEROX Workcentre Pro 255 photocopier/scanner, which included a better scanning compression for pdf documents • Microsoft Outlook Client was purchased and installed to allow staff the ability to save all emails and attachments into Docushare • Installed newest version of Docushare and purchased the maintenance agreement with Xerox to ensure that the Township would receive all future updates

  8. A DIGITAL FILING SYSTEM Docushare is Tiny’s main filing system for all digital and paper information using Ontario standards for retention and codes • Documents are scanned and filed in collections (folders) setup by staff within the Docushare program • Information can easily be retrieved by a simple search to display the document on your monitor • Physical folders are also setup to allow staff to file a paper copy of the document needed for legal matters or in some cases ease of use ie: magazines etc..

  9. DOCUSHARE’S OUTLOOK CLIENT SOLUTION Tiny uses Outlook Client to allow staff to file emails directly into Docushare • Emails can be moved or copied into the appropriate file within Docushare by several methods that are common to Microsoft • Attachments are stored with the emails so that all of the information is together • Emails stored in Docushare can be retrieved and viewed in Outlook and within the Docushare program • The program has eliminated the mass storage of emails in the Email Exchange Server • Emails will have the same filing code and retention schedule for all RMS records in Tiny

  10. WEB and EXPLORER INTERFACES Docushare offers a web based solution to allow users to browse information via the internet • Staff is able to view, search, download and upload information from an internet connection at anytime • Information is stored in Docushare and permissions are set to allow documents to be viewed by guests or by a secured user • Docushare also has a component that can be downloaded to allow staff to utilize all of the Docushare features from their Microsoft Explorer at the office

  11. AN EGENDA SOLUTION • A section in Docushare was setup to allow staff to populate the collections with information for the Egenda • The items are reviewed and placed in the proper locations with appropriate titles according to Tiny’s agenda format • Permissions are set for confidential items and the Egenda is posted on the website for everyone to access • Once the meeting is complete items are moved in the proper records management locations as well as remains in the Egenda location on the Website for Guest viewing

  12. TINY/DOCUSHAREWEBSITE PORTAL • Through Tiny’s website www.tiny.ca the public is able to view all by-laws, resolutions, minutes, and since 2005, agendas • Staff is able to scan the above information to the RMS in Docushare and at the same time, post to a location for the public to view as well (one scan multiple locations with set permissions)

  13. DOCUSHARE AND TINY A WIN WIN SOLUTION • DocuShare provides an electronic imaging solution, which is capable of adopting The Ontario Municipal Records Management System • DocuShare provides an Egenda solution at no extra cost • DocuShare can provide information to everyone via our Website and/or web portal • As staff becomes more comfortable with the program, they are finding more uses ie: calendars, private sections for Committees, subscriptions to information etc…

  14. DOCUSHARE AND TINY A WIN WIN SOLUTION CONT. • Docushare search capabilities are the powerhouse of the program allowing detailed queries to be created in order to get the information you want • Outlook Client provides an avenue to store emails and attachments into the RMS to reduce the problem of oversized mailboxes • Positive feedback from the public and Council • Docushare help desk workers are very knowledgeable and helpful

  15. DOCUSHARE HAS GROWN!! • 2005 - DocuShare was deployed and the old DOS program for Records Management became the new Electronic Document Imaging Solution of DocuShare • 2008 – Docushare has grown in the past 3 years to 80 gigs of information stored on a dedicated server using an SQL database.

  16. New DocuShare Records Management Program

  17. Properties in DocuShare

  18. Multiple Locations when Filing

  19. DocuShare Explorer Client Example

  20. Explorer Example 2

  21. DocuShare Live Demo Through the Web: www.tiny.ca Through Open Portal: https://docushare.tiny.ca/docushare/dsweb/HomePage Questions: Contact: Brenda Biggs Township of Tiny Perkinsfield, Ontario Phone: (705) 526-4204 bbiggs@tiny.ca

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