branch/unit name department of treasury and finance implementing an edms at the department of...

Branch/Unit Name

Department of Treasury and Finance

Implementing an EDMS at the Department of Treasury and Finance, Tasmania

What’s worked and what hasn’t …

Michael Adams

EDMS Project Manager

(03) 6233 2151

Michael.Adams@treasury.tas.gov.au

A Little Bit About Treasury and Our Implementation Process

• 350 staff

• 4 main locations with some ‘roaming’ staff

• Staff in varied roles – policy and operational

• Branch by branch implementation

– 3 resources per branch + myself

– 2 months per branch

Our implementation process

1. Four main steps to the implementation

a) Branch meeting, overview for staff, agreement re timelines, amount of data to be migrated, roles and responsibilities

b) Business Classification Scheme and Information Management training

c) Data clean-up and migration

d) TRIM Training, ‘go live’ and support

Something that did work!

1. Develop all your policies and procedures up front, have the organisation sign off on them, they should include (at a minimum): a) An overall Information Management Policyb) Naming Conventionsc) Email d) Securitye) Rules for capturing e-docs

2. Constantly review them throughout the implementation

Something that didn’t quite work…

• Naming Conventions

• Feb, Mar, Tues, DTPHA, DHHS, ACCC…

Another success !• Turn off shared drives – try to capture

everything – including personal documents.

Sub-folders – love ‘em or hate ‘em ?

The dreaded Business Classification Scheme (BCS) Successful? Possibly but yet to be fully determined…

• Ours is a combination of functional terms and Keyword AAA

• User resistance is high

• Browsing – years on people will still want to browse

• Reviewing with the branches after the implementation

• Need to use more natural language

• Lots of levels !?!?

A quick tip !

• Inactive Files – different record type and icon colour this will help the users when browsing – and browse they will !

A challenge…

• Quality Assurance Process

• Document type

• Metadata

• Naming conventions

• New file creation request

• Retention schedule

• Functions of existing Records Services staff

• Changing roles within Records Services

Possibly our biggest success…

Our help desk

• Available pretty much all the time

• Very responsive – helping over the phone but in person whenever possible

• Walking the floor regularly

• Recording each call in TRIM – nature of call, client, status (high, medium, low), completion date, notes, time to complete call.

• FAQ website + lots of quick tips

Another quick tip…

• Individual set-ups – favourites, work tray, toolbars

Extra Bits

• Numbering pattern – use up 99 999 because we migrated documents…

• Email capture

• Unexpectedly, we are creating lots of new files – we closed a lot but new ‘hybrid’ files are now required

• The mid-rollout wobble – maintaining momentum

Branch/Unit Name

Department of Treasury and Finance

Questions?