PROGRAMME DAY ONE 

2016 Finalists
 
10:20 am: Waikato Regional Council | Discover Project

The Discover Project represents a significant step forward for WRC, taking us from an aging, increasingly fragile and inefficient document management system to one that is simple and intuitive to use, that meets our goal of ensuring that electronic documents and records are “easy to save and easy to find”, that has addressed a growing technology risk that threatened our ability to meet our compliance and legislative requirements and that has unlocked a major constraint on a wider technology refresh programme. Discover was a large and complex technology implementation that affected all 500 plus users across the organisation and involved the replacement of WRC’s legacy Hummingbird document management system with OpenText Content Server, along with the safe migration of over 4 million electronic files. Through a combination of strong project management and an effective project team drawn from WRC’s Information Services and implementation partners Techtonics, the implementation was delivered on time, to scope and within budget over a total elapsed time of less than twelve months. The significant change management challenge was met through the involvement of a business representative group of more than fifty staff and a highly engaging and thorough training programme that helped to ensure that Discover was a successful and seamless transition from the old to the new.

10:50 am: Hutt City Council | Implementing a replacement Cemetery Management System – Information Management Aspects 

Like many councils Hutt City Council has been using a cemetery management product (Assure32) which was no longer being developed to meet new requirements, was unreliable and inadequate. From the few replacement offerings available they chose ReGen1 from an Australian vendor. IT staff overcame a significant technical challenge to extract the data from Assure32 which ran on obsolete database software (Clarion). IM staff documented burials in the old cemetery and churchyards and private burial grounds not captured in Assure32. They started with a list of 8-9 locations and finished with 23. Much of this information was incomplete, inaccurate or unable to be verified. They collated as much information as possible to improve the quality of the data. Now the new system enables better management of 33,000 individual burials.

11:20 am: Invercargill City Council | Land Information Memorandum Project

Invercargill City Council is in the process of moving from a paper based property file system to an electronic system for Council's regulatory functions. The LIM application project has enabled them to develop and implement a new electronic process which has been readily adopted by staff as being a significant improvement on the paper based process but also saves time, is more comprehensive, takes less effort and provides a better product for clients The project reflects the project groups attention to detail and willingness to explore alternative ways of doing the process - not just keeping the same process but transferring it into an electronic form. .

• process both incoming hardcopy and electronic records
• reduce manual data entry
• ensure regulatory compliance
• ensure digitisation standards compliance.

• Getting the most from your ALGIM IM Toolkit
• Using toolkit resources to assist your Council on its ‘information management journey’
• Exciting new toolkit developments.