ECM learnings at NoosaJustin Thomas, ICT Manager

Noosa Shire Council

Noosa Shire Council

56,000+shire population)

344Council FTE

$108 million 2014-15 budget

3.3 million Records in ECM

403Desktop computers

TechnologyOne Cloud

Insourced/Outsourced

• Records policies• Subject indexes• Index permissions• User permissions• Incoming correspondence• Sentencing and disposal• Records helpdesk• User training• Scanning and registration• Physical file management

• Upgrades• Backups• Queries and reports• Database administration• Scripts/bulk updates• New user creation• Backend configuration• Test data refreshes• Platform administration

Application Managed Services and Cloud teams

ECM support calls to T1

Jan-1

4

Feb-1

4

Mar-14

Apr-14

May-14

Jun-1

4Ju

l-14

Aug-14

Sep-14

Oct-14

Nov-1

4

Dec-14

Jan-1

5

Feb-1

5

Mar-1

5

Apr-15

0

10

20

30

Go live Etrack Bulk regoEmail to ECM

Connected content

0 2 4 6 8 10 12 14 16 18

965136

595157479268

17522542935400

Document registrations

Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-150

5000

10000

15000

20000

25000

30000

35000

40000

Council Total

Records Unit

Connected Content Initial Ingestion

Registrations by records unit

Jan-1

4

Feb-1

4

Mar-1

4

Apr-14

May-14

Jun-1

4Ju

l-14

Aug-14

Sep-14

Oct-14

Nov-1

4

Dec-1

4

Jan-1

5

Feb-15

Mar-1

5

Apr-15

0

500

1000

1500

2000

2500

3000

3500

4000 Records Unit

HR Docs

Six thousandpensioner

discount forms

Summary• Very happy with Cloud ECM.• Connected Content increasing capture.• Working on freeing up records staff time.• Getting to know our customers better.• Making sure ECM is setup for them.• Targeted, tailored training.• Considering their processes.• Aligning other ICT improvements.

Thank you