New Zealand: Palmerston North City Council in New Zealand (NZ) has gone live with Open Text Document Management, eDOCS Edition (eDOCS DM) and Open Text Records Management, eDOCS Edition (eDOCS RM). The software is being used by approximately 450 staff across all business areas of the Council. The deployment also involved successfully integrating eDOCS DM with the Council’s geographic information system and core financial and regulatory systems.
The first records to be digitised and made available on eDOCS DM were those related to the Council’s central business district. A rolling programme of scanning is now being conducted for all other property records. Workflow processes have also been introduced to help manage frequently used services such as land information requests.
The Council anticipates that electronic access to records will enable staff to locate documents from any department faster and more easily, leading to improvements in customer service speed and accuracy.
Liz Stockley, past Information Manager, Palmerston North City Council, said, “Across the Council we were very careful in the way we managed our own records but it was not always easy to share information between team members. We anticipate a significant reduction in storage space with only one version of each document being retained on the network. Although it was not the driver for this project, we also expect that eDOCS DM will assist the Council in its compliance with the Public Records Act.”
The deployment is the culmination of a pilot project which saw Open Text trialled by the Council’s Development Services, Environmental Health and IT departments between 2003 and 2009.