Deploying resources in order to investigate and recommend a costed solutions

The Situation

A Local Authority wished to deploy resources in order to investigate and recommend a costed solution/s enabling the intelligent management of information across all its various data storage repositories

The resulting report to enable the authority to identify and map the key activities required to provide integration of data across multiple formats in order to achieve efficient management of information through the application of emerging methods and tools associated with the concept of ‘Big Data’.

The Task

In order to do this, the brief required the assurance that the project to introduce the identified solution meets the following criteria.

· Reduce storage costs by allowing Strata to store exactly what the Council need and getting rid of what they don’t

· Reduce operating costs through reduced storage costs and by improved workflows that result from moving materials to digital formats

· Boost productivity by putting the right information in the right hands at the right time and by allowing for the automation of routine tasks

· Increase customer satisfaction by giving users easy access to the information customers need

· Improve decision-making processes, allowing councils to cut costs, improve efficiencies, and seize opportunities in a timely manner

· Ensure continuity in business operations, no matter what happens, through backups, archives, secure storage, and disaster recovery process

The Action / Approach

Carry out an assessment of the current offerings producing a report that

· Provided guidance on ECM systems and the necessary steps to successful implementation

· Independently and objectively identified and validated the categories and volumes of information held digitally and on paper

· Validated the risks including gaps in existing data retention rules.

· Considered all interdependencies across other declared strategic initiatives

· Carried out a market appraisal of suitable products that meet the councils needs and budget

· Recommend a maximum of 3 solutions for consideration

· Set out and provide guidance on the project phases required to successfully implement an ECM system including;

o Topology of the data structure,

o File Plan and taxonomy of data objects

o Identification of the Target Operating Model

o Project & Supplier Management approach

o Required Resources. Timescales and associated Costs

The Result

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