1. DOCUSHARE AND THE TOWNSHIP OF TINY
Providing a Solution for Document Management
Brenda Biggs, GIS/Computer Coordinator

2. Describe location of Tiny relative to Ontario and some stats…

3. PRE DOCUSHARE ISSUES
Paper documents were stored and retrieved from file folders in cabinets and boxes throughout the Administration Building
Physical space of documents as well as disaster recovery, if one should occur, was an issue that could not be ignored
Documents were recorded in a DOS based Records Management System that was over 10 years old
Searching for misfiled documents became time consuming and frustrating for Staff

4. PRE DOCUSHARE ISSUES (CONT.)
Property owners wanted easier access to municipal information ie: by-laws, minutes etc.
Municipal Officials needed convenient access to information (ie Egenda)
No accountability with misfiled documents (Docushare labels a name to each piece of information entered into docushare)
Document Imaging was the solution for documents that are required to be kept forever that may deteriorate over time

5. ONE PROGRAM ONE SOLUTION

6. WHY DOCUSHARE? Xerox was prepared to provide a 30-day trial period
Provided a solution for future growth of Document Management
Had more components to offer without extra cost (was part of the program)
Licences for our existing and future users was affordable
One umbrella solution (scanner/copier and DocuShare)…More accountability… one phone call

7. Why DocuShare? (cont.)
Customizable to include the Records Management requirements for Ontario Municipalities

8. DOCUSHARE CONTINUES TO GROW WITH TINY
Tiny purchased a second XEROX Workcentre Pro 255 photocopier/scanner, which included a better scanning compression for pdf documents
Microsoft Outlook Client was purchased and installed to allow staff the ability to save all s and attachments into Docushare
Installed newest version of Docushare and purchased the maintenance agreement with Xerox to ensure that the Township would receive all future updates

9. A DIGITAL FILING SYSTEM
Docushare is Tiny’s main filing system for all digital and paper information using Ontario standards for retention and codes
Documents are scanned and filed in collections (folders) setup by staff within the Docushare program
Information can easily be retrieved by a simple search to display the document on your monitor
Physical folders are also setup to allow staff to file a paper copy of the document needed for legal matters or in some cases ease of use ie: magazines etc..

10. DOCUSHARE’S OUTLOOK CLIENT SOLUTION
Tiny uses Outlook Client to allow staff to file s directly into Docushare
s can be moved or copied into the appropriate file within Docushare by several methods that are common to Microsoft
Attachments are stored with the s so that all of the information is together
s stored in Docushare can be retrieved and viewed in Outlook and within the Docushare program
The program has eliminated the mass storage of s in the Exchange Server
s will have the same filing code and retention schedule for all RMS records in Tiny

11. WEB and EXPLORER INTERFACES
Docushare offers a web based solution to allow users to browse information via the internet
Staff is able to view, search, download and upload information from an internet connection at anytime
Information is stored in Docushare and permissions are set to allow documents to be viewed by guests or by a secured user
Docushare also has a component that can be downloaded to allow staff to utilize all of the Docushare features from their Microsoft Explorer at the office

12. AN EGENDA SOLUTION
A section in Docushare was setup to allow staff to populate the collections with information for the Egenda
The items are reviewed and placed in the proper locations with appropriate titles according to Tiny’s agenda format
Permissions are set for confidential items and the Egenda is posted on the website for everyone to access
Once the meeting is complete items are moved in the proper records management locations as well as remains in the Egenda location on the Website for Guest viewing

13. TINY/DOCUSHARE WEBSITE PORTAL
Through Tiny’s website the public is able to view all by-laws, resolutions, minutes, and since 2005, agendas
Staff is able to scan the above information to the RMS in Docushare and at the same time, post to a location for the public to view as well (one scan multiple locations with set permissions)

14. DOCUSHARE AND TINY A WIN WIN SOLUTION
DocuShare provides an electronic imaging solution, which is capable of adopting The Ontario Municipal Records Management System
DocuShare provides an Egenda solution at no extra cost
DocuShare can provide information to everyone via our Website and/or web portal
As staff becomes more comfortable with the program, they are finding more uses ie: calendars, private sections for Committees, subscriptions to information etc…

15. DOCUSHARE AND TINY A WIN WIN SOLUTION CONT.
Docushare search capabilities are the powerhouse of the program allowing detailed queries to be created in order to get the information you want
Outlook Client provides an avenue to store s and attachments into the RMS to reduce the problem of oversized mailboxes
Positive feedback from the public and Council
Docushare help desk workers are very knowledgeable and helpful

16. DOCUSHARE HAS GROWN!!
DocuShare was deployed and the old DOS program for Records Management became the new Electronic Document Imaging Solution of DocuShare
2008 – Docushare has grown in the past 3 years to 80 gigs of information stored on a dedicated server using an SQL database.

17. New DocuShare Records Management Program

18. Properties in DocuShare

19. Multiple Locations when Filing

20. DocuShare Explorer Client Example

21. Explorer Example 2

22. DocuShare Live Demo
Through the Web:
Through Open Portal:
Questions:
Contact: Brenda Biggs
Township of Tiny
Perkinsfield, Ontario
Phone: (705)