Home' ALGY : ALGY Edition 23 2016 Contents 142 • THE AUSTRALIAN LOCAL GOVERNMENT YEARBOOK EDITION 23
INFORMATION + RECORDS MANAGEMENT
Grace Information & Records
Management is helping councils
around Australia to maximise
the value of their most important asset
-- information -- and to capitalise on the
transition to digital services and the
potential of connected 'smart cities'.
As the market leader in local
government records management,
Grace is assisting hundreds of councils
to reduce document storage costs,
improve information security, minimise
occupational health risks and better meet
their compliance requirements.
Leading councils use Grace for a
complete end-to-end solution: from
document collection and storage to
information cataloguing and sentencing
(records destruction after a defined
period); digital services, such as web-
hosting storage, retrieval options, data
entry and extraction; and the conversion of
traditional documents to online formats.
'Councils know that information is the
lifeblood of their municipality,' says Derryk
Guyer, Sales Director of Grace Information
& Records Management. 'They recognise
that records management has become
a specialist field, and that outsourcing
it to an expert such as Grace, which
understands the local government sector,
has real benefits.'
Guyer says councils that persist
with traditional records management
approaches are at risk. 'Some councils still
store documents on site in basements
that have poor access, inadequate
security or fire hazards, or that present
occupational health and safety risks. Staff
wastes time looking for documents, and
information is hard to access.'
Councils recognise the benefits of
Several factors are encouraging councils
to store information off site, digitise more
documents and use specialist records
management providers. The first factor is
risk management. Councils that store a
portion of their documents on site in an
uncontrolled environment face significant
liability if data is lost or stolen, or if privacy
rules are breached.
The second factor is compliance.
Councils must ensure that they keep
documents, such as building applications
or development approvals, for the required
time -- and not after they have expired and
are cluttering record management systems
with redundant data.
Council space is another factor.
The size of council information and the
amount of documents that must be kept
is growing. Councils that store a portion
of information on site may be allocating
costly office space to document storage
that would be more cost-effective to
manage off site in specialist records
Worker productivity is also influencing
the outsourcing of records management.
As in most industries, local government
workers must be able to access and share
information online. Burying documents
in cardboard boxes in council basements
reduces information flows within councils,
and potentially reduces productivity and
Moreover, current and future trends
are encouraging councils to embrace
the latest records management systems.
They recognise the potential efficiency
gains from residents accessing council
data online, providing digital rather
than hard-copy information, and using
technology as an enabler of 'self-service'.
'Using [the] latest records management
technologies helps councils prepare for
the digital era and the provision of more
services online,' says Guyer. 'Leading
councils want to manage information
as an asset, and give end-users as much
access to it as possible.'
But some councils are taking the
wrong approach to information and
records management. Guyer says:
'In their haste to go digital, they are
handling more records management
in-house, even though this requires
specialist expertise. Or, they choose
various suppliers that handle one aspect
of records management, when they are
better off with one supplier that can
consult on the whole process and knows
how the pieces fit together'.
Grace Information & Records
Management at the forefront of
Current and future trends are encouraging councils to adopt the latest records management systems.
Derryk Guyer, Sales Director,
Grace Information & Records Management
Links Archive ALGY Edition 24 2017 Navigation Previous Page Next Page