Cambridge City Council has integrated and aligned its Document and Records Management strategy with wider corporate policy objectives following a Socitm Consulting review. By making use of our expertise in the integration and implementation of an organisation-wide Document and Records Management strategy, the Council has effectively embedded Information Management at the centre of its drive to improve customer service delivery.
The project issues
The Council was already using Document Image Processing (DIP) to support some services. It wanted to establish the cost and scope of extending DIP use and explore the opportunity for wider electronic information and records management in line with a clear, scalable strategy. Socitm Consulting was asked to advise the Council on extending and integrating its DIP and EDRM systems in the overall context of improving its management of information and customer access to services.
The Socitm Consulting solution
The project began by interviewing key stakeholders and service representatives, together with users of the existing DIP systems to establish a clear understanding of their business requirements. We used our market place knowledge to examine costs and develop and analyse the business benefits of a range of technological options.
We produced a DIP and EDRM Strategy report which recommended that a corporate EDRM and DIP platform was needed to support the Customer Access Strategy and would also contribute to the mobile working, efficiency, accountability, accommodation and business continuity agendas. This report outlined the potential scope of a corporate DIP and/or EDRM solution, a high level statement of requirements, estimated costs of implementation, the investment business case, a draft roll-out plan and recommendations on DIP and EDRM integration with the Council’s main application systems.
A further report provided a gap analysis on the current Information Management Strategy. Based upon a questionnaire, interviews and an analysis of existing documentation, it assessed the current status of Information Management at the Council and made recommendations for improvement to Information Governance and Culture, Information Asset Management and Information Systems.
Our report on EDRM was used by the Council to initiate a procurement project and acted as a foundation for developing a more detailed statement of requirements. Our report on Information Management was used by the Council to update its policies and procedures, documentation and processes.
The benefits to the client
With our extensive understanding of Information Management best practice and its core place in improved service delivery, Socitm Consulting was able to assist the Council in developing an Information Management strategy, and its integration with EDRM system procurement and implementation. This enabled the Council to enhance its Customer Access Strategy and acted as a foundation for improved working practices and business continuity processes.
Project identification
Client organisation: Cambridge City Council
Client contact: James Nightingale, Head of ICT Client Services, 01223 457461, james.nightingale@cambridge.gov.uk
Lead consultant: reynold.leming@socitm.gov.uk
Project no: 5701