EDRMS on a Shoestring 2018/19

Shared Services Made it Possible

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

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

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

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

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

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

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

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

Project Tasks on Project Plan

Migration

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

Introduction to Staff

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

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

Around the Office

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

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

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

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

Innovation - Office Online Integration

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

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

Questions?

Automation of Retention Disposal