Electronic Document And Records Management System (EDRMS)

The need to reduce document filing and storage space was paramount. Other major considerations were to enable a resilient customer access strategy and allow for flexible working. Any recommendation also needed to comply with the Freedom of Information Act and other statutory obligations for information access and record keeping. We found that a small number of departments, such as Revenues and Benefits, had deployed their own document and imaging systems, but lacked the overall benefits of being able to cater for a corporate wide system. All of the above needed to be considered to achieve and deliver an overall business improvement.

Socitm Consulting undertook consultation with corporate stakeholders and all relevant departments by holding workshops and interviews to establish the needs and expectations. We created a business and technical specification to be used when procuring the EDRMS solution. Our report also included an assessment of current suppliers in the EDRMS market place. Socitm Consulting provided advice on the procurement approach; the indicative total cost of ownership and the readiness criteria and issues that support an EDRMS solution.

As a result of our report and specification, the Council were able to gain approval to undertake the procurement process and to produce suitable Invitation To Tender documentation to launch this major project.

Tim Sneller, ICT Officer at Southend on Sea BC commented, “We have been very happy with Socitm’s approach to us in the first instance and then with the Consultant, who worked very well with us to get the most from the contracted days. The consultant carried out a comprehensive discovery exercise for us to produce the agreed products and was also an invaluable source of advice. His work helped the Council establish firm foundations for our EDRMS project and procurement”.

Project Identification
Client Organisation: Southend on Sea Borough Council
Client Contact: Tim Sneller, ICT Officer,  01702-215735,  timsneller@southend.gov.uk
Lead Consultant: Reynold Leming
Project No: 6627