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EDRMS on a Shoestring 2018/19
Shared Services Made it Possible
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Hurunui Information and Technology Team (HIT’s)
Shared Service, not a sharing service.
• Started with GIS services approximately 7 years ago with Kaikoura District Council
• Moved to being IT and GIS 5 years ago with Kaikoura DC after Encryptor Virus
• Started 3 years ago Mackenzie lost their IT Manager and wasn’t replaced
• Due to previous history we started helping out, this continued for 18 months
• Start of 2017 HIT’S was formed with the 3 Councils
• Funding from each of the Councils has allowed for a more rounded team, meaning the need
for consultants and the reliance on service provided by vendors is reduced
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How it Works (Shared Service) – Strategically
• Each Council has an IT Strategy group consisting of at least 2 members of the senior
leadership team
• The strategy group is responsible for:
• The development of Councils IT and GIS strategy
• Overview of major IT and GIS projects
• Provide reports and business cases back to Council’s senior leadership team
• Influence and champion Council changes to business practice and digitisation
• Identify and promote opportunities both within the Council and to the shared service for
a more effective Council service
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How it Works(Shared Service) – Functionally
• The Chief Financial Officer of each Council is responsible for IT
• The HIT’s IT Manager reports directly to the CFO’s
• IT and GIS Teams report to IT Manager
HDC IT Manager
ITO
Hurunui
ITO
Mackenzie
ITO
Kaikoura
Digi Trans
Amberley
Sys Admin
Amberley
Sys Supp
AmberleyGIS Analyst
Twizel
GIS Admin
Amberley
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Project Instigation
Digitisation of property files project
• Requirements around how and where they were going to use them led to review of current
EDRMS
• MDC had money to upgrade – existing EDRMS hadn’t had any work since implementation
6 years earlier
• Approximately $50k to upgrade
• Only 10% of staff used current EDRMS the rest were using shared drives
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Mackenzie DC – the Decision
The review
• Review looked at multiple products – Hurunui IT was independent of this process
• Similarities of core systems between Hurunui and Mackenzie meant years of development
of integration between systems could be immediately utilised
• Particularly with core Council systems CRM of Magiq and recent implementation of GoGet
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Mackenzie DC – Laserfiche
Laserfiche came out on top
• Completely new to Mackenzie
• Easy to use – intuitive / automated metadata (dragging and dropping)
• Already in use at Hurunui
• The main licence is hosted by Hurunui therefore only need to purchase user licences (huge cost savings)
• All done in-house with shared services (no external contractors)
• Instant IM maturity
• Two-way integration with Magiq Enterprise and GoGet
– developed by shared service
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Project Initiation
Project group • Mackenzie IT Strategy Group – Project Sponsor
• Toni Morrison SLT MDC – Project Owner
• Scott Linton – Project Coordinator
• Liz Law – Project Specialist/Manager - IM
• Stewart Tayles – Project Planner & Laserfiche Specialist
Initial project meeting at Hurunui
• Met with shared services IT Project Planner
• Working together we created an initial timeline and
project plan
• We also looked at how Laserfiche was operating in
Hurunui
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Planning and Build Design
• Living document that evolved throughout the project – updated every week
• Logged meetings and action points from meetings held with Hurunui
• Very detailed task list used for timeline planning and tracking tasks
• Full taxonomy mapped out, including metadata, security, and design of automated metadata
• Existing EDRMS mapping to Laserfiche – used to track migration progress
Project Plan – Shared Document
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Project Tasks on Project Plan
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Migration
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Discovery and Development
• Discussed their current processes
• Gained a better understanding of wants and needs within teams
Taxonomy
• From these meetings taxonomy was created in conjunction
with the ALGIM Information Toolkit
• Fine-tuned and signed off by senior management
Met with a large number of Mackenzie staff
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Introduction to Staff
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Staff Buy-in
• Brief updates at our “all staff” meetings
• Encouraged light banter in tearoom
Internal marketing
Laser-shark
Laser-fish
Lemon-fish
Star-fish
Looser-fish
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LaserficheJuly 2018
Personalised teamfolder structures
New corporate styles & templates
Two different views– desktop or web – you chooseSome Metadata
is automated
Advanced search– text / filename / metadata
Easy to delete& restore docs
Create shortcuts & setting folders and/or files as favourites
Preview docs/emails/pdfs without opening them
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Around the Office
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Migration of Existing Content
• How to export files and metadata from existing EDRMS?
• How to rebuild document version history?
• Retaining document “dates”
• How long will migration take and how will this impact BAU?
Challenges overcome
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Implementation & Training
• Done the evening or weekend before and on day of training and roll-out
Migration from old EDRMS
• Teams and one-on-one training – business area specific
• Over four weeks – two teams per week
• Fully operational the same day
Training and roll-out
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Innovation – Automation Workflows
• Automatically assign templates and
metadata when files created
• Automatically routes files saved from
external systems – Infocouncil,
GoGet, Magiq
• Automatically extract additional
metadata from external systems
• Daily mail automated
• Automatic export of BC file for GoGet
• Automation bulk import tasks
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Innovation - MagiQ integration
• MagiQ is customised with a search linking all BCs, RCs,
Licenses or LIMs directly through to Laserfiche
Link in MagiQ
searches
Laserfiche for files
relating to this BC
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Innovation - Office Online Integration
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Instant IM Maturity
• Document disposal - only authorised via Records Manager
• One source of truth for documents
• Full audit history and reporting
• Automatic version tracking on all documents
• Retention and disposal (under implementation)
Executive support of information and data policy
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Finishing with…
• Significant savings –
• Would have been around $150,000 without shared services
• Completed for just $50,000 because of shared service, shared infrastructure, shared licencing
• 100% staff uptake after 4 weeks of implementation
• Minor tweaking/additions since implementation
• Previous EDRMS turned off 4 weeks after implementation
• Shared drives – read only – no complaints!
• Ongoing desk-side training and support
• Comprehensive induction for new staff
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Questions?
Automation of Retention Disposal