At the request of one of our client's Business units, we delivered an interactive 'one stop' information management system. The system was designed such that it could be easily expanded for use by other business units

Background

Significant problems identified by the team were the lack of a centralised storage system for digital data, the capture of hardcopy documentation into a digital format, and, imperatively, the implementation and take-up of an ongoing data management process as part of everyday working practices within the Business Unit.

It was recommended that the introduction of an electronic management system would allow the Business Unit to rationalise and keep track of current and final documents, improving efficiency, enhancing data quality and integrity, and improving group communications and knowledge sharing.

Similarly the introduction of a 'user-interface' would ensure quick and easy access and navigation around the system. A web-front page and navigation map, developed as part of the project, would provide this mechanism.

The project objectives were:-

1. An installed and live interactive document management system.
2. Culturally enrolled staff, conversant in the usage and maintenance of the system.
3. A Document Management System implemented to provide an interactive and maintainable data management system, that would allow additional modules to be incorporated at a later stage and the inclusion other business units.

Outcome

LiveLink was chosen as the preferred software solution as its utilisation had been successful in other of our client’s business units.

In addition, LiveLink had been enhanced to give improved searching capabilities, a specific requirement for the Business Unit, and the availability of Desktop modules that allow the integration of Microsoft Office applications with the DMS system.

To assure the success of this project is was essential that the members of the Business Unit team completely supported the implementation of the Document Management System and the processes surrounding it. Appropriate training was provided during the roll-out of the system and a provision was made for ongoing training and support.

The identification of a team ‘Data Champion’ was also seen as a necessity to ensure that DMS users within each team or group were monitored and prompted to use the system. As part of an induction process for new people joining the Business Unit, the DMS is now presented as an internal IM process to be adhered too.

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