SWDC - history and experience and with DataWorks and ECM Judith Cuttriss EDRMS Analyst South Waikato District Council

The South Waikato District lies at the heart of the North Island of New Zealand. State Highway 1 runs through three of our main towns - Tokoroa, Putāruru and Tīrau. The Council has a main office in Tokoroa, a second office in Putāruru, and the Information Centre in Tīrau acts as an agent. The current population of the district is 22,071. South Waikato District

Information Systems User Environment Council employees = 118 (FTE) ECM users = 80 Thick clients = 60 Thin clients = 73

Timeline 2006 – DataWorks 3.05 selected as EDRMS following tender process. Connect script created in-house to scan server directory folders and register documents to DW from multi-function-devices 2008 – Digitisation of building property packets. Files then uploaded into DW. Public access from computer terminals in Customer service area 2011 – Upgrade to early adopter. All users moved to browser. Classic maintained for Sys admin and records 2012 – Upgrade to 4.02 – early adopter 2012 – Minutes Manager implementation 2014 – Upgrade to 4.03 Ci A – early adopter – Concurrent upgrade to Windows 8.1 and Office 2013

Benefits of Ci Anywhere 4.03 What did we hope to achieve? No client install required No add-ins Checkout/checkin process – staff know the location that their files have been checked out to Working remotely simplified Mobile device connectivity Searching and filtering Emphasis on searching by document rather than index View and hover options ECM support calls – tailed off User uptake of ECM – room for improvement

1.Request for location to save temporary files that do not go into ECM 2.Faster searching and registration 3.Documents checked out by users not able to be edited by other staff 4.Users working on documents that haven’t been checked out and then forgetting to upload new version 5.Photo management including capture of GPS co- ordinates 6.Links to ECM via the intranet not working 7. registration - 8.Refresher training and advanced search options need to be covered Issues raised by staff post- implementation of 4.03

Challenges faced post – implementation of Ci Anywhere Users dislike of Classic but change is always an issue Under-estimated support requirements Including Windows 8.1 upgrade at the same time as 4.03 not a winner given the lack of resources Minutes Manager not supported in Windows 8.1 / Office 2013 Full text searching

What’s next? Classic replaced New Workflow Photos Ci maintenance replaced Retention & Disposal Minutes Manager