Electronic Document & Records Management (EDRM) Review

Uttlesford District Council recognised the need to implement a corporate solution for managing their records. A licence from a leading supplier of Electronic Document and Records Management Software (EDRMS) was already in place and several services, including Revenues and Benefits, Building Surveying & Planning were using this system to varying degrees. The Council felt that opportunities existed to enable them to realise improved customer service, accountability and greater efficiencies through the further deployment of EDRMS across key operational and internal services. The existence of a site licence for the corporate system made deployment of this core software cost-neutral.

Socitm Consulting was engaged to undertake a review of the existing systems and practices, drivers and requirements to ensure that the proposed corporate roll out of EDRMS would be fit for purpose and realise the intended business benefits.
Socitm Consulting undertook a series of interviews with key stakeholders to establish their needs and expectations.  We also met with the supplier of the existing EDRMS system to ensure that these expectations could be delivered.
 
Our Lead Consultant produced a report outlining the business drivers and expected benefits to the Council.  The report emphasised the scope of the project and the priorities for deployment. With our extensive industry knowledge we included an assessment of the existing supplier and identified all aspects of planning and readiness for a corporate EDRM project.
 
Socitm Consulting provided the Council with an evidence based business case and roadmap for deployment of EDRM on a corporate basis which would help the Council in achieving its goals relating to accommodation, customer access, efficiency and risk management. It set out the priorities for implementing document management and workflow, evaluated the option of central scanning and positioned electronic records management.
 
Adrian Webb, Director of Central Services commented, 'The council has had electronic document management within individual departments for a number of years but was looking for a company to undertake a feasibility study on the cost benefits of rolling out EDRM to all areas of the organisation.  Socitm Consulting were able to help us by visiting departments and establishing business needs, ensuring the system used was robust and the supplier had an on-going development plan.  The consultant's expertise enabled challenging questions to be asked both of officers and the software suppliers and resulting from that the consultant produced a project plan for the way forward.  The recommendations of the report now form the backbone of the business case and implementation plan for the role out of corporate EDRM.'
 
Project identification
Client Organisation: Uttlesford District Council
Client Contact: Adrian Webb, Director of Central Services, 01799 510421, awebb@uttlesford.gov.uk
Lead Consultant: Reynold Leming
Project No: 6694