|
The package was purchased, according to Robyn O'Connor, the council’s EDMS Project Manager, to overcome problems related to access to council information and the multiple formats and locations in which it was stored.
“The information generated and stored by the Council is one of its key assets and needs to be managed accordingly, and the risk factors associated with inability to access accurate information in a timely manner reduced,” she said.
The decision to purchase the Australian-created Tower Software TRIM, bundled with Onstream System’s Trapeze, Robyn said, had come about through the fact that “Gen-i had been keen from the start to build a strong relationship with the Council, rather than just install and service the solution.”
“They also took the time to understand our business and information management and system integration vision for the future,” Robyn said.
“Trapeze was recommended as the product to meet our needs in terms of document back-capture and also image management going forward into the future.”
Robyn believes the major benefit the council will obtain from the package will be the centralisation of council information into TRIM.
“That will be the big bonus,” she said. “Staff will be able to access complete sets of information, from the one central data store.”
The council planned to use the Trapeze scanning utility to complete the document back-capture process. It also will be used throughout the 250-staff organisation for the scanning of inwards correspondence. The only staff not going onto the TRIM system at this stage are Parks Management and Library staff.
TRIM will be used to manage the distribution of the scanned correspondence and reply process to and from staff.
The Trapeze measure and print and annotation functionality will be used by about 80 staff who are predominately building consent officers, planners and engineers. The TRIM system will be used by 165 staff.
“All ratepayer Property files will be stored in a digital format (currently they are a mixture of hardcopy, electronic and microfiche), and all staff will have access to the electronic files from their own PCs,” Robyn said.
“We are looking to significantly reduce the amount of time currently spent by staff looking for information. The Trapeze measure and print product also will allow staff to complete their work in an electronic environment i.e., the annotation, measuring and printing of building plans and maps electronically. This has historically always been done on large hard-copy plans.”
Asked what the perceived synergies were between the TRIM and Trapeze software, Robyn said, “We have only just implemented the TRIM/Trapeze interface, and so far, so good. The scanning of hard-copy documents and profiling them into TRIM is now a quick and easy process.”
Although the staff had not received their full training on the software at this stage Robyn said the basics of the software were easy to pick up without any formal training, but there was ‘a load of functionality available that we are looking forward to learning about’.
“We are only just starting out with Trapeze and the benefits won't be realised until we have staff working with consent processes, plans and maps electronically,” Robyn said. “This is a large change management task, as their requirements also extend out into the field.”
About Onstream Systems
Founded in 1987, Onstream Systems delivers sophisticated web based imaging for document and records imaging solutions. It has developed and markets the Trapeze suite of imaging software, now helping many organisations in Europe, USA and Asia/Pacific to set new standards in customer service. For more information on Onstream Systems, visit the company website at www.onstreamsystems.com.
About TOWER Software
TOWER Software delivers Electronic Document and Records Management (EDRM) Solutions, empowering organizations to take control of their corporate information assets. TOWER Software's award-winning TRIM Context® solution is a single, integrated platform that manages business information throughout its complete lifecycle. By relying on its proven domain expertise, strong strategic partnerships, and powerful solutions, TOWER Software enables organizations to maintain accuracy, maximize efficiency, and achieve and maintain standards compliance across industries, resulting in sustained competitive advantage. TOWER Software is a privately held company with operations in North America, Europe and Asia-Pacific. For more information, visit www.towersoft.com.
TRIM Context is a registered trademark of TOWER Software, Inc.
The names of actual companies and products mentioned herein may be the trademarks of their respective owners.
TOP
| 
