Electronic Records Management

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Electronic Records Management How the University
of Wollongong saves 500,000 a year Presenters
Peter McGraw University of Wollongong
Tanner Riffat - Canon Australia
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Agenda

• Who is the University of Wollongong
• Records Management at UoW
• Demonstration of imageREAL
• Questions

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Who is the University of Wollongong
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Record Management Basics

• What is a record?
• .. Evidence of a business transaction in the
  course of conduction its substantive business,
  documentation that supports a decisions, reasons
  or actions the support the business

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Record management basics cont.

• What are full accurate records?
• Compliant
• Adequate
• Complete
• Meaningful
• Comprehensive
• Accurate
• Authentic
• Inviolate

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Pre 1998

• 1951 1998
• Paper based central files used

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The beginning of automation

• 1980 developed a computer based registry
• Logged files
• Tracked location
• History of file

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Review of Records management 1998

• Found that the existing system
• Was non-compliance with State Records Act
• Was not Y2K compliant
• Had issues with Privacy and FOI
• Support for paper based files only
• encouraged duplicate records
• Consumed 11 of administration staff time

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First generation system

• Productivity improvements
• Cost reductions
• Improved security

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Second generation system

• Compatibility
• Functional changes
• Browser based
• Better searches
• integration

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What we choose

• Better security
• Integration
• Any type of document

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Where we are now

• 110Gb of files stored (over 240,000 files)
• Since July 2002 over 360,000 pages of records
  scanned

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Scanning devices
200 small desktop scanners
8 High speed scanners
118 Multifunction devices
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So, how do we save 500k

• 5 FTEs prior to Electronic Records Management
  now nil
• Productive improvement reduction time
  associated with records management
• Sums
• 5 x 50k 250,000
• 90 x 50k x 5.5 247,500

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Other Benefits achieved

• Responsibility now devolved
• Large geographic coverage (input Output)
• Integration with applications
• Space savings
• Concurrent access to the same data

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Where to now

• OCR data population directly from forms
• Text free form search engine
• Enhance workflow
• Tightly integrate with some of our applications

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Demonstration
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Questions?