Clients - Case Studies
County of Middlesex
OmniRIM® helps county meet
legal requirements, streamline procedures, and reduce costs. |
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"We
are now able to manage all
records, and integrate a
retention schedule that complies
with
legislative authority. Also,
OmniRIM software allows all
municipalities in our county
to maintain autonomy of their
records management, while
being actively part of a unified
records management system."
-Don
Hudson
Clerk - Treasurer
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The County of Middlesex is a vibrant and growing community of 64,000
residents situated in South Western Ontario, Canada. Middlesex is
the upper-tier municipality of the county, which is comprised of
eight member (lower-tier) municipalities.
THE SITUATION:
Middlesex County was managing their records with various systems,
such as Excel® and Quattro
Pro® spreadsheets. Records
had to be classified and maintained on spreadsheet lists, a slow
and labor-intensive process. Without a unified system in place,
systematic management and retention of records across the county
would have been difficult and costly to implement. The County needed
a unified system that could:
- Manage records circulation and retention across the county on
a single system
- Perform record searches, quickly and easily
- Scale their system to handle records for an increasing population
- Access records from a central database, from all points in the
county
Also, the legacy system left Middlesex County unable to fully comply
with The Ontario Municipal Records Management System, a file
classification scheme and retention schedule widely used throughout
Ontario.
As Middlesex County grew larger every year, Middlesex recognized
that only a scalable, reliable, and unified records management system
would allow them to manage growth now and in years to come.
The County also saw a unique opportunity to reduce public expenditures
with a records management system that is Web-based. A Web-based
system would make it possible for Middlesex County to host records
for the lower-tier municipalities in the geographical area, and
share operating costs.
THE SOLUTION:
After careful review, Middlesex County made a strategic decision
to purchase OmniRIM® Enterprise
Web-Based Software. OmniRIM's Web-based program allows Middlesex
County to index and manage all active and inactive records, throughout
their life cycle, quickly and easily over the Web. Implementation
of a unified records inventory management and retention schedule
across the county was made simple, because those are unified features
in OmniRIM software. OmniRIM provided Middlesex County with all
the training, system designs, and conversion services required.
These additional services ensured that the transition to the new
system went smoothly and with minimum disruption to the administration's
staff.
Middlesex County now has a state-of-the-art records management
solution for both its current mission-critical records and its archived
records. The level of service to the County and its taxpayers has
improved markedly, because the OmniRIM software allows for quick
and efficient retrieval of important records. The County saves money
because the administrative staff finds the new software easy to
use.
THE RESULT:
Middlesex County now manages over 65,000 active and inactive records
using OmniRIM Enterprise Web Edition Software. Using this powerful
system to its full advantage, the County hosts records for other
member municipalities. In return, these member municipalities pay
an annual maintenance fee to the County, and contributed to the
initial license fee.
It is a win-win situation: the County of Middlesex is able to further
reduce its operating costs, while the member municipalities are
able to store their own active and inactive files, and also share
the use of OmniRIM Records Management Software, and server costs.
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