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 Hastings District Council
Local Government
Streamlining the workload and improving turnaround times for building applications
The TrapezeTRIM System has enabled the council to centralize its planning information, and ended the work delays and errors caused by double handling, misfiling or lost files.
With thousands of mail items, images, maps and plans being scanned each year the “easily-learned” Trapeze Desktop system’s integration with TOWER Software’s TRIM Context Document Management System is allowing the council to centralize its planning information. With the district developing, there has been an increase in building and sub-division work and the council is having to process much more than they once did.
“Also, with new regulations, we’ve got to be much more certain that everything is correct and all steps have been taken to comply with the Building Act,” says Bob Tidd.
TrapezeTRIM is being used to replace a system where two copies of all new building/renovation applications and sub-division plans and the accompanying documents were delivered to the council  stamped packaged moved across various council desks a number of times assessed stamped modified re-packaged and then stored or filed, also a number of times..
Under this old system . . . applications were often delayed, mis-binned or mis-filed or even lost, traveling the route once again if any steps were missed on the way through.
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Swift Energy NZ
Utilities
Organising geophysical data online for submittal of well completion records to the Ministry of Economic Development
Swift Energy New Zealand (SENZ) is engaged in oil and gas exploration and development in New Zealand in the onshore areas of the Taranaki Basin. SENZ is a subsidiary of Houston-based Swift Energy Company, an independent oil and natural gas company engaged in the development, exploration, acquisition, and operation of oil and gas properties. Swift Energy focus their efforts in the US on onshore and inland water areas of the Texas and Louisiana Gulf Coast.
Business issue - To view and organize data for oil exploration and development
Desire to access, evaluate and integrate NZ Ministry of Economic Development Petroleum Reports and other data with Swift’s extensive database and other software.
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 City of Laguna Beach
City Government
New open system replaces old proprietary document imaging system – yielding Time, Money and Environmental savings
The City of Laguna Beach, located in Orange County, Southern California, is well-known as a unique beach community and artists’ colony. Its 9.1 square miles has seven miles of beaches, and the community, home to 24,589 residents, welcomes some three million visitors each year. It is an affluent community with an active, inquiring, and environmentally concerned citizenry.
It is the responsibility of the City Clerk’s office to respond to those inquiries and to make copies of documents available not only to external requests, but also to other departments within the City. The City Clerk’s department has records that go back to the 1920s consisting of documents such as ordinances, resolutions, City Council meeting minutes, agendas, contracts, other official records, and campaign financial statements.
Business issue - provide a professional and cost-effective exit strategy for Watermark customers.
The City of Laguna Beach was facing a not uncommon problem. Some eight years ago, the Community Development(Planning) Department had invested in a FileNet Watermark document imaging system. The City Clerk’s office also used the system to scan and archive all the City Clerk’s documents, and over the course of time some hundreds of thousands of documents had been placed on the system. Several years ago, the Watermark system was discontinued by FileNet. The Community Development Department moved to FileNet’s Panagon, which involved an annual maintenance agreement, but the City Clerk’s office had many thousands of documents stored under the Watermark proprietary system which were, or were rapidly becoming, inaccessible.
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UK Land Registry Direct
National Government
The UK Government has a drive to transform the quality of information provision using innovative and efficient e-business technology
HM Land Registry’s main purpose is to register title to land and to record dealings once the land is registered. Headquartered in London, HM Land Registry has 24 District Land Registry offices throughout England and Wales.
On 20th June, 2000, the Lord Chancellor launched the ‘Land Registry Direct’ service (www.landregistrydirect.gov.uk). With this, Her Majesty’s Land Registry made a major contribution towards this Government goal.
The new service will enable speedy electronic access to more than 17 million registers and title plans and, very soon, nearly 10 million filed deeds and documents. The Registry is currently scanning over 100 million filed images, so ultimately users will be able to have access to one of the largest databases of its kind in the world.
Business issue - On-line retrieval and viewing of property titles and accompanying data.
Land Registry Direct is primarily aimed at providing a service, using web browser technology, for banks, building societies, lawyers, surveyors, and other property professionals involved in the conveyancing profession. Such users are saving time and money by using the on-line system for these essential services which in the past would only have been available through the post.
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Uttlesford District Council
District Government
UK District Council uses Trapeze to save councilors' time, speed up decision making and save money
Uttlesford Council offices are located in historic Saffron Walden. The Uttlesford District has 69,000 residents in a large area North West of London. It is an affluent area, with good commuter links to London. In a survey commissioned by the Sunday Times, Uttlesford was described as offering the best quality of life in England and Wales.
With this success has come growth. The area is expanding rapidly and the Council’s planning department has to cope with an upsurge in building. Many of the planning applications are related to the rapid expansion of London’s third airport, Stansted, and these applications can be huge and complex.
Business issue - Acceleration of the planning permission process and meeting government mandated deadlines
Uttlesford District Council needed a solution to two related issues. The rapid expansion in area growth required an acceleration of the planning permission process. Uttlesford planning staff had to make plan copies and overhead projection foils available at committee meetings for councilors to discuss.
“We used to have one person almost full time preparing foils for presentation to Planning Committee members” says Kim Tedman, Uttlesford Development Officer.
The second issue was meeting a government mandated deadline - all UK local bodies are required to have everything available electronically by the end of 2005 as part of the government’s e-Government initiative. This includes paper documents.
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Hastings District Council
Local Government
Integrated TRIM-Trapeze System Helps District Council Access, Modify, Annotate and Print Documents
Hastings, in common with district councils around the globe, must balance competing demands from many different groups. The district has rural roots and a healthy agricultural industry, and its attractive countryside and magnificent coastline make it highly desirable for residential development.
Hastings has put in place an urban development strategy to help protect the district’s rural areas, while permitting planned residential development. But it is not only human needs that the Council must
consider. The district is home to the world’s only mainland gannet colony – Cape Kidnappers, which draws bird-watching tourists from around the world. A current proposal to construct a lodge with 24 guest chalets near Cape Kidnappers is just one of many projects where the council has to consider different, competing, yet equally valid, viewpoints.
Business issue - Information access is impeded by multiple formats and locations
District Councils have to deal with a wide array of complex documents from general business correspondence, through permits, plans and engineering drawings. Historically the more complex documents such as maps, plans and engineering drawings have had to be kept as paper documents in order to retain their utility. This meant that anyone needing information from them had to go to the paper, a time-honored albeit a time consuming and inefficient way of doing business.
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Upper Hutt City Council
Local Government
Much recommended – Trapeze Vault proves right choice for City Council’s document and drawings management system
The management of a city is becoming more complex as each day passes. Not only must a city council juggle the often conflicting demands of its own citizenry, it must also compete with other jurisdictions to attract businesses to locate within its borders, and tourists to visit and spend their time and money.
One city that is successfully balancing these different, but not necessarily incompatible, demands is Upper Hutt City, the second largest city by area in New Zealand, covering just over 208 square miles (some 53,962 hectares), and home to a population of 36,600.
Business issue - Effective Management of Drawings
When Upper Hutt City first decided to implement a document management system across the entire 125-employee organization, it quickly identified that in order to effectively manage drawings and images, special tools would be required. Tools over and above the standard search and retrieve functions of the usual document management system. In order to meet the growing needs of an evolving city, the council required software that would allow onscreen measurement, scaling, annotation, copy and paste sections of drawings, and the ability to print drawings at original size or reduced scale.
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Aon Risk Services NZ
Insurance
Trapeze Vault stems paper avalanche for Aon
Aon Risk Services (NZ) Ltd is growing rapidly. Over the past three years turnover has risen from NZ$1 million to NZ$10 million through the addition of 250-300 clients a week. A recent acquisition meant 45,000 new clients, and a 50% increase in the number of advisors from 800 to 1200.
Business issue
Hard copy files were kept for each client at the Wellington centre. Each client’s file contained a number of documents which were stored in nine 6-drawer filing cabinets, each one occupying valuable office space. There was enough filing work each week to fully occupy 2.5 people.
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Lamb and Hayward
Funeral Services
Funeral Directors use Trapeze Vault as a Community Service, Compliance and Marketing Tool
Lamb and Hayward, established in 1923, is a progressive Christchurch based company of funeral directors with a long held community service focus.
As part of their community service policy, Lamb and Hayward are involved in the establishment of a living memorial in partnership with the New Zealand Department of Conservation and local Maori.
Each year Lamb & Hayward hold a memorial service in the Otukaikino Reserve to honor the lives of those who have died that year. The area is open to the public for visiting and viewing, and walkways have been laid so that people can gain access to the reserve without damaging it. It is a place of quiet reflection and contemplation.
Business issue - Compliance, Customer Service and Marketing
Funeral Directors face a difficult task. Within a very short period of time they have to meet various legal requirements while dealing with grief-stricken customers at one of the most difficult and stressful times of their lives. Lamb and Hayward wanted to increase the efficiency in their compliance with legal requirements by gaining rapid recall of information kept on the paper records for the Registrar of Births, Deaths and Marriages.
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Cuthbert Stewart Ltd
Industrial supplies
A Paradoxical Solution - Giving Up Paper Permits More ‘Paper’ Records to Be Kept!
Established in 1948, Cuthbert Stewart Ltd, has grown into a distributor of industrial and electrical products with a multi-million dollar turnover, based on the simple philosophy: “To supply customers with the best product solutions from the global marketplace.”
Today, Cuthbert Stewart’s objective is to meet and exceed customer expectations in an ever-changing market environment. For Cuthbert Stewart, their dedicated customer service team plays an integral part in providing a high level of service to customers, so when their call center office was in danger of drowning under a tidal wave of paper, they knew they had to act fast.
Business issue - Storage and Retrieval
The 10 desk call center processes some 5,000 invoices a month, plus assorted ‘packing’ slips, customer orders and other client documentation. “With up to ten documents per client, we were running into huge storage and retrieval problems”, said Claire Davies, Cuthbert Stewart’s Call Center Manager.
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Tauranga District Council
Local Government
Tauranga DC pleased with Trapeze Vault
Tauranga District is in the Bay of Plenty region on the eastern coast of the North Island of New Zealand. People come to live here for ‘the lifestyle’ and they enjoy an ever-increasing number of ‘bigger’ city facilities and attractions.
The Port of Tauranga is New Zealand's largest export port and third largest importing port, and Tauranga District is considered by the Economic Development Agency to have the highest growth rate for a region or district in New Zealand.
The council made the decision to purchase Trapeze because the software was the best suited for the project they were considering at the time. "For our application it’s a very good system. It integrates easily with our desktop GIS system, ArcView, and with our Corporate System, Origen, for viewing the survey and title plans," Waid said.
Business issue - Getting plans online and available to a wider audience with easier searchability.
Having plans available electronically would mean that information would be available earlier than the paper plans normally would be. Thinking of the future, the council needed any new system to integrate easily with their existing systems particularly their GIS. Being able to move all the paper plans off-site was going to be a big plus for the council as their cabinets were beginning to take over.
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Microdata Ltd.
Bureaux services
The MicroData migration from Microfilm To Electronic Scanning.
Working in document storage and retrieval services for business, government and private individuals, the team at MicroData originally stored all data on microfilm. Today however, the main focus is on archival document storage on CDs. The team quickly found that Trapeze™ Desktop solved two of the major problems that the company faced in its expanding data storage and conversion work for business and government.
Business issue - Turn paper documents and files into stored data
The MicroData operators found they could put separate subject 'stacks' into 'sort' jobs without having to make 3 or 4 files.
The team also found that they were able to go back at anytime and reopen a file, add to it, annotate it or re-index it, without having to open another file, as they had been forced to do with other programmes.
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