Clients - Case Studies
Norfolk County
Generating additional revenue
with OmniRIM software. |
|
 |
|
Easy
transition
"The
system is definitely user-friendly.
It was easier to implement,
because other departments
wanted to retain their own schedule
that satisfied their requirements,
and with OmniRIM this was
possible."
-Norfolk
Official
|
Norfolk County is a municipality of 61,000 people in Southwestern
Ontario, Canada. Norfolk is a restructured municipality, consisting
of a number of smaller towns and townships spread across a wide
area.
THE SITUATION:
Norfolk County was using a DOS-based AIS Records Management system,
which was no longer supported. Among other problems, the outdated
system affected:
- Data integrity
- Circulation management
- General application usability
Norfolk required a system that would provide access to records
from each government department across the county-centralized control,
with de-centralized access. How could that be done? With the Health
Department using an entirely different classification system and
having more stringent security requirements, Norfolk were looking
to avoid an expensive option: acquire two software systems and databases
to manage the two groups of records. If such a step were taken,
it would come at a great cost to taxpayers due to the duplication
of hardware software and supports costs.
Norfolk County also needed records management software that would
handle their requirements, both now and in the future. The County
also needed a solution that could build on their county-wide use
of The Ontario Municipal Records Management System, a file
classification scheme and the retention schedules widely use throughout
Ontario, while also providing easy access to records across their
geographic county. The need for a superior system was clear to Norfolk
County.
THE SOLUTION:
Norfolk County made a key decision to purchase OmniRIM®
Enterprise Web-Based Software. The power and flexibility of OmniRIM
Enterprise Web-Based Software resulted in a cost-effective transition
to an improved system.
OmniRIM's Web-based program allows Norfolk County to index and
manage all active and inactive records, throughout their life cycle,
quickly and easily over the Web. Also, OmniRIM software allows multiple
record classifications to be integrated onto a single database.
For Norfolk County, this means that records from all departments
across the county can be shared, while each department maintains
a separate classification system that works best for them.
OmniRIM provided Norfolk County with all the training, system designs,
and conversion services required. In a short time, Norfolk County
had an efficient and cost-effective records management solution
that could meet both its administrative needs and provide the highest
level of service to the community.
THE RESULT:
Norfolk County currently manages over 30,000 active and inactive
files, using OmniRIM Enterprise Web-Based Software. With a secure,
reliable, and flexible system in place, all records from all Norfolk
County departments sent to offsite storage centers and are being
managed through the Web.
Here's what Norfolk officials had to say:
Improved Accessibility
"Accessing records from other departments used to mean
requesting those departments to send us an inventory of their records
on a regular basis. That was time-consuming for them and us. Now
we are able to locate the latest records from outside departments,
from our office."
Improved Records Retention
"The [system's] tie-in with retention was a real bonus
for us. This makes it much easier for us to comply with The Ontario
Municipal Records Management System, because that [capability] is
built right into the system."
Increased Usability / Effective Records Circulation
"Just about everyone is on board with OmniRIM now, and
that has made a big difference. Files that were once difficult to
locate or even unavailable are starting to appear after we run a
quick search query on the system."
In summary, OmniRIM Enterprise Web-Based Software provided a solution
that offered Norfolk County:
- Reliable business data
- Flexible information access
- Increased usability
- Effective retention of management records
- Improved levels of service to the public
View
& Print this Case Study in PDF
|
