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 AssessmentU

ser

Effo

rt L

ess • 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

Use

r E

ffort

Mor

e • TRIM Frontend• User registers

docs• Choose

classification• SharePoint for

Intranet and collaboration

• Two systems• Traditional System

Effo

rt M

ore

and

non

com

plia

nt • TRIM Frontend• User registers• Choose

classification• Network drives to

manage documents

• SharePoint for Intranet and collaboration

• Three systems

Silos of Information

Emails

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