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Auckland Recordkeeping Forum – 14 th November 2008

Auckland Recordkeeping Forum – 14 th November 2008 Electronic Recordkeeping: A View from the Digital Workplace. Agenda. Work History – Changes in digital recordkeeping. Recurring Themes Compliance Issues Recommendations Discussion. Redland Shire Council 1995 - 2000.

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Auckland Recordkeeping Forum – 14 th November 2008

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  1. Auckland Recordkeeping Forum – 14th November 2008 Electronic Recordkeeping: A View from the Digital Workplace

  2. Agenda Work History – Changes in digital recordkeeping. Recurring Themes Compliance Issues Recommendations Discussion

  3. Redland Shire Council 1995 - 2000 • 537 square kilometres • 800 staff • Population 132,971 (2007) • 90,000 property files • 3000 subject files • Centralised control / decentralised application • File Stations in HR, Health & Building Services • Dedicated Modern Archive • IT Developed RMS

  4. Redland Shire Council • Feb 2004 Implemented Dataworks • Rollout completed June 2004 • Hybrid system still! • Stand alone datasets – back scan • One point of entry – day boxing • Issues • Workflow • Redlining • Multiple users • Version control

  5. North Shore City Council 2000-2008 • North Shore City covers an area of 13,000 hectares • Fourth largest city in NZ by population • Population 220,300 (2007) • 72,000 rateable properties • Centralised control / decentralised application • File Station in Environmental Services • Dedicated Modern Archive • Secondary Storage offsite • TCS with RMS Module

  6. North Shore City Council 2000-2008 • Feb 2001 Implemented Dataworks • Rollout by division • Hybrid system still! • Property files and legacy media – back scanning • One point of entry – day boxing • Later outsource of inwards correspondence • Transformation to online services • Issues • Workflow - Redlining - Multiple users - Version control

  7. Auckland University of Technology • AUT owns or maintains 178,380 sq m • 3 Campus • Student Population 23,402 FTE (2007) • 976 staff (2007) • Decentralised Control • Dedicated Archive • Multiple Applications Software • No Framework • Excellent Internet/Intranet

  8. Auckland University of Technology • AUT RM audit – all media • Compliance Matrix – identify gaps • Public Records Act Working Party • Champions Forum • Communications / Change Strategy • Online services

  9. Recurring Themes Change Management Gaining User Trust Vendor Reluctance at Integration Solutions Hybrid RM Systems No “Silver Bullet” Solutions Initial Capital Outlay

  10. Compliance Issues • Commitment >/< Ability • Interpretation of Legislation • Time/money - learning what works • All Organisation’s are Different

  11. Auditors who understand organisations • Levels of compliance (no league tables) • Standards for software vendors • Approved software register • Support in the field?

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