South Waikato District Council

South Waikato District Council identified a requirement to implement an Electronic Document and Records Management solution (EDRMS). iKnow NZ Limited were selected as their preferred vendor via their Tender process. Tina was involved in the analysis and review of their current records and information management practices and procedures. As well as managing and performing the scoping and functional design of the new system. Tina also managed and developed the Change Management programme of work for the implementation project.

Some of the activities carried out by the iKnow team during this project were:

• Facilitation of workshops with the organisation regarding the overall project.
• Interviews with key personal within the business
• Review of existing records and information management practices and procedures
• Review of the existing record management file classification.
• Analysis and documentation of current systems and processes.
• Providing recommendation for a new organisation wide file classification for both electronic and physical information.
• Development of new organisational file classification structure including scope notes, file codes as well as ensuring the alignment of the structure to the Government guidelines for retention and disposal.
• Training and education with the Records Manager on the theory and principals of the file classification system and general EDRMS.
• Development of design specification document (Requirements Definition) for the new EDRMS, including functional design, screen design, metadata design. As well as specification development for the import of information from other business systems into the EDRMS.
• Demonstrations to key personal and project team members of the EDRMS solution, to demonstrate the benefits and convey potential enhancements to their business processes.
• Development of a Change Management Programme of Work aligned to the Project Plan activities, to ensure a smooth uptake of the new system and acceptance to the change of work processes.