Information Management System – A Centralised Approach

Overview  Reasons for change  Objectives of the project  Options assessment  Learnings and Challenges  Outcomes

Reasons for Change  Legacy systems for records management  Low usage of systems  Duplication of paper and digital  Need for better platforms for collaboration  Records management compliance  Disparate pockets of information

Main Objectives  Improve communications and collaboration between departments, units, teams and individuals  Creation of centralised corporate storage areas  Improve the organisation’s ability to search and retrieve documents  Improve the organisation’s record management process

Main Objectives – Cont.  A standard approach to document management  Some business process improvements using the new technology  Increase the use of digital rather than paper document storage and transfer  Reduce legal liability and improve legislative compliance

Options Assessment User Effort Less SharePoint Frontend User uses Libraries and metadata One System ECM Team more effort Single point of search Collaboration TRIM for Records not visible to User User Effort More TRIM Frontend User registers docs Choose classification SharePoint for Intranet and collaboration Two systems Traditional System Effort More and non compliant TRIM Frontend User registers Choose classification Network drives to manage documents SharePoint for Intranet and collaboration Three systems

Silos of Information s Network Drives Incoming Correspondence Contract Management files Project Management Customer Service Wiki Property System Intranet

Centralised Approach SharePoint (& TRIM)

Outcomes  Innovative solution  Single centralised corporate repository  User friendly Intranet and Team Sites (replacing network drives)  Efficient search facility  Improved document management and records compliance  Relevant information from other applications set up as views

Learning  Change management  Communication and participation  Supplier partnerships  Training and floor walker assistance  Project Reference Group

Information Management System – A Centralised Approach