Moorabool Shire Council has won a major industry award for its excellence in document management.
Council won the Collaboration or Partnership category at the prestigious Municipal Association of Victoria (MAV) Technology 2022 Awards for Excellence for its 2020/21 Project X (naming conventions) – Moorabool, A Metadata Journey project in support of its SharePoint implementation in that year. Council was also highly commended in the Employee Experience category for the same project.
Council replaced its legacy document management database with a SharePoint system in 2020/21. Most documents existed outside of this legacy database on share drives with their titling not accurately reflecting what the content was. This meant staff needed to open each document to determine its relevancy, so having Council documents named with ‘standard document titles’ was an important priority for council.
Project X was part of council’s transition to the new SharePoint system, and introduced a naming conventions guide to improve the retrieval of information in an engaging and creative way. A comic strip story was created with a ‘Metadata Bushranger’ who liberates the shire’s metadata bricks to bring order to the Shire Badlands (a place of poor document titles). This was supported by a short film produced by staff volunteers, including the CEO, executives and staff from seven different departments to reinforce the story.
Chief executive officer Derek Madden said the win was a significant achievement for the organisation.
“Moorabool Shire was one of only two councils in regional Victoria to make the finals of the MAV Technology awards,” Mr Madden said.
“It’s great recognition of the staff and of their innovation and dedication in ensuring the organisation operates in the most efficient and effective way.”
For more information on the awards, categories and winners, visit mavdigital.com
