Tauranga joins document drive

Local councils are keen to control and contain the mammoth amounts of paper-shuffling they must do these days, if the number of tenders for information management systems are any indication.

Local councils are keen to control and contain the mammoth amounts of paper-shuffling they must do these days, if the number of tenders for information management systems are any indication.

Tauranga District Council plans to install what it calls an enterprise information management system by the end of June.

The Bay of Plenty-based local body joins other municipalities in moving away from “hard copy” paper to electronic-based systems.

Tauranga’s system will cover management of documents, records, customer contact and work-flow. It will replace an existing document management system from Doc Works installed six years ago.

Information manager Robyn Dines says the new system will integrate with the council’s website and be a “second generation” document management system capable of more web-related work than the current system. “We’re looking for the next step up.”

Tauranga also wants the new system to integrate with its existing locally-supplied Origen corporate system, particularly the council’s property records, and be capable of creating images of hard copy records.

Dines says a new version of Doc Works is available that is capable of such tasks, making the firm a possible supplier for the tender, along with the Australian-made DataWorks from Advanced Data Integration.

DataWorks is used by local bodies including Dunedin City, North Shore City, Thames-Coromandel, Horowhenua and Otorohanga.

Dines says the cost of the EIM system is estimated to be “six figures”. It will be Tauranga District Council’s biggest IT project of the year, she says, covering all its desktops. Installation is due to begin soon, the project going live by the end of the financial year.

A tender for information closes on January 31.

West Auckland-based Waitakere City Council also plans to install a document management system in the first half of this year.

Information manager John Johnson says the council is still evaluating systems. Presentations and demonstrations are due in the next few weeks with shortlists due early in February.

Rotorua District Council, meanwhile, is busy installing a $300,000 Trimworks document management system from Towerworks of Australia, which is due to go live next month.

Information management head Neven Hill says the first stage concerning records conversion “went extremely well” just before Christmas. The second stage of document conversion is “on track” for installation and delivery by the end of February.

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