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Berwick-upon-Tweed: Online Records Security for Borough Council
Serengeti Systems have been asked by Berwick Upon Tweed Borough Council to implement e-intranet a Document and Content Management System which will store and manage council records: some dating back hundreds of years, others containing sensitive and confidential material.
The Council had been looking for a solution, which would allow them to provide DM and CM functionality across all the council offices. The key issues identified are to provide DM and Scanning functionality within the Revenue and Benefits offices. This will be implemented in three phases over the coming months and will ultimately involve integrating e-intranet with Councils SX3 iWorld Revenues and Benefits system.
The Serengeti e-intranet application is a document management system based on Oracle iFS - it is used for managing electronic documents and making them available to users by means of a browser interface. In the case of Berwick Borough Council, e-intranet will be delivered with the recently released content management module to provide enterprise wide content and document management.
PROJECT 1:
One of the biggest advantages for Berwick after the implementation of e-intranet will be within their Revenues and Benefits department. This department manages many thousands of documents each month and a key driver for the project is to streamline and automate these processes. The first phase will be to provide a mechanism to scan and capture the incoming documents and to make them available to internal staff electronically. This will use capture software for the scanning, all images will be indexed and stored within e-intranet . The second phase of the project will be to integrate e-intranet with the SX3 iWorld Revenues and Benefits system - Serengeti have also provided 2 Mid range scanners for this phase.
PROJECT 2:
The Council has a very large Archive department with records dating back hundreds of years. The Council is looking to digitize a number of these records to make them more readily available to the Public. The project will involve scanning and capturing large volumes of documents of various formats and sizes and indexing them within the system. These files will be made available to visitors to the Library through the DM system and for certain files these will be published to the Internet. In addition to the scanning of paper documents, additional hardware has been provided to scan and capture Microfilm and Microfiche records.
The key drivers for this project are to safeguard many of the historical records and make them more readily available. In addition the storage of records can be managed more effectively. Serengeti have provided an A3 scanner with flatbed and a Microfilm/Microfiche scanner with software to scan and capture all of the information from the documents. The scanning software would read all aspects of the form as defined by the administrator. Once defined these profiles would not need to be amended. An unlimited number of profiles can be created and maintained. The result of this process would be to create a number of images and a corresponding .CSV file containing the attributes captured from each file. This information would be placed within a specified folder within the DMS and indexed as appropriate.
Document Management
Once the documents have been scanned and captured the resulting images and data would be placed within a folder within the DMS. An agent would be defined to recognise all new data and a process would be initiated to take the files and corresponding data and move, rename and index the documents into the relevant folders.
PROJECT 3:
The third area is to scan the correspondence and post within the Chief Executive's office. The aim of the project will be to capture all correspondence received centrally and to process the scanned images within the Council by distributing the documents using Workflow. This will allow the operators to monitor and manage the system more effectively and to ensure that all correspondence receives an appropriate reply within a defined time period. This will improve the service provided to the citizens of the Borough. Two scanners and scanning software will be used to complete this part of the project. Other areas will be coming on stream later in the year.
Serengeti have extensive experience of working with Local Authorities, Housing Associations and Government bodies providing scanning and document management solutions. Recent installations include; Langside College, Liverpool University, Northern Lincolnshire & Goole NHS Trust, Metropolitan Housing, Epping Forest District Council, Kent County Council, University of Edinburgh, Forestry Commission, etc. 13.04.2004, Serengeti Systems Ltd.
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