Tauranga District Council is going ahead with a seven-year-old plan to digitise property files after the purchase of a new document and information management system.
Tauranga has chosen ADI's DataWorks 2003, which will go live in February, to replace manual document management practices and the council's existing PC Docs system, which is limited to 35 users.
"If people want to get information from PC Docs, they need to go to someone with a licence," says information manager Waid Crockett.
The DataWorks system, in contrast, "will be a lot bigger" and incorporate workflow as well as records and document management.
DataWorks was chosen after a tender. The original plan was to have the system go live in November, but the date was pushed back to February because of workloads associated with the council's budget.
The delay turned out to be a blessing, as it allowed the council to deploy the latest version of the software. DataWorks 2003, Crockett says, has a web-friendly GUI and integration toolkits that can hook into most of the council systems. These include the Origen corporate system, the council's version of which has a customer contact module, and the ESRI geographical data system.
"Those are the key areas at this stage, but there'll be others, such as with our HR system, because when we're using workflow it'll involve linkages with staff databases."
A corollary of the selection of an enterprise information management system vendor is that the council now has the go-ahead to scan its property and subdivision files in to the system. The intention to scan and image the property-related files "has been sitting on our books since 1996-7 as part of our long term financial strategy, but we decided we needed to have something in place to be able to support the images".
The scanning will go ahead once DataWorks is bedded in and the council has an information tender seeking estimates of the cost and potential vendors.
Other councils to have implemented DataWorks include Dunedin City Council, North Shore City Council, Otorohanga District Council and Horowhenua District Council.
Rotorua District Council recently installed a $300,000 Trim document management system from Tower Software of Australia.