By using existing software and the knowledge and expertise of dedicated staff, Wollondilly Shire Council has developed an innovative solution to electronic document management that complies with the new Records Act.
First implemented in January last year, it has provided a cost effective solution to Council’s document and file information requirements.
“This program will benefit small to medium Councils who can’t afford the large capital outlay and ongoing costs associated with existing off the shelf products,” said Wollondilly Shire Council’s Coordinator and Programmer, Daniel Cooper.
Features of the program include: mouse driven menus; electronic work flow; multiple user data entry; user level security; bar code scanning; document imaging; file requests; and management reports. The application is also linked to other corporate databases such as property, rating and development application management systems.
“Unlike most electronic document management systems, this application manages both documents and physical file movements providing greater functionality for the organisation,” said Daniel Cooper. “The inhouse development of the system for a low capital outlay and minimal ongoing maintenance is a cost effective solution for Council, being fully implemented for less than $10,000. This frees up financial and human resources to be applied to other service delivery areas and priorities.”
The program was developed using the standard Microsoft software, Microsoft Access, which is widely used in many Local Government offices. This means it can be easily adopted by other Councils.
For further information, contact Daniel Cooper on (02) 4677 1114.
