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TRIM... Where From ... Where To ...

... we think we can ... we think we can ... The TRIM Electronic Document Management System has been "under construction" at Bass Coast Shire for over two years. Here's a quick look at where we've come from and what's to come to "complete" TRIM at BCSC

Stuart Cuckson

on 23 June 2010

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Transcript of TRIM... Where From ... Where To ...

TRIM ... Where From In the past all corporate & public records were managed in physical format
- Sheets of Paper
- Manilla Folders
- Filing Cabinets
- Shelves ... etc ...

To some extent this has worked fine ... but it can cause:
- Barriers to access and shariing
- Issues in management of information
- Storage and physical space problems
The Journey Milestones Why the Change?

Council’s vision for information management:
· All our information will be
visible, relevant, integrated
and accessible to:
· Meet customer expectations
· Remove barriers to sharing
· Help improve processes and
· Encourage and allow data to
be a key component in
decision making
Collaborate with with BCSC Departments to:
- Set up core components of TRIM
- Customise departmental requirements such as
* Document information needs
* Standardising document capture approach
* Business process requirements
* Training & support

At the same time ensuring that Records Management Requirements are also met, including:
- Document Retention and disposal needs
- Effective file structure management
- Security and Access

The diverse nature of work performed right across the organisation meant this would be a "long haul" project.

The time frame has blown out on a number of occasions, but the driving force in implementation is to ensure that the TRIM system is usable and used well by all staff who need to use the system.
Implementation Plan was to: The Plan Early "TRIMers" Some of the first work groups onto
TRIM Included:
- Procurement
- Health
- HR

Early users have pioneered the TRIM path, using approaches such as:
- Back scanning paper records
- "TRIM days" to improve use
- Piloting process improvements
- Dedicating staff to import
documents from Network drives to

Some words from TRIM Users:

Felicity Sist - Manager, Infrastructure Projects:

"I have been through 2 trim integrations - first with Procurement and now with Infrastructure Projects. It was easier the second time as I had the benefit of hindsight.

Trim, once you know how to use it, is actually a better way to manage records. It is an enterprise filing system that captures information for all users. This is different thinking for most, as we are so used to filing electronically to suit our teams (or worse, individually) – this is one approach that as an organisation we have to unlearn. Yes – it means mental gymnastics – but hey – its good exercise for the brain!

Here are a few hints for those still in the process of making the jump into TRIM:

- Understand where you keep stuff now – if you (and other people) have
trouble finding your records now – they will have trouble in TRIM unless you
have really thought about the file structure – Working with Dawn and Stuart
will help you to make effective changes
- Understand the global file structure – there are already containers for
"corporate wide” records such as team meetings and policy development
- Develop the file structure with your teams – these are the ones who will need
to use it
- Commit to it – If you don’t all use it – it won’t work
- Have good naming conventions for your records (some corporate business
rules and naming conventions are on the way)

So – it is not easy, but done properly and with commitment - it is a better system than the half hardcopy/softcopy system that we have been using.

Cheryl Sanders - Coordinator, Human Resources

Recognising the benefits an EDMS would have for our team and the organisation, we were early adopters of the new TRIM system. As with all new technology and processes, there have been some teething problems, some more frustrating than others, but this encourages us to learn, adapt and review our processes. We did need to re-build part of our file structure after we had begun using TRIM and rethink how and where documents were stored, but the system allowed for this and we were able to learn from our mistakes and make changes as required. We have even got to the stage where we are happy to be “guinea pigs” and try out new functionality and processes.

As a department that regularly interacts with others across the organisation, we can’t wait for the rest of the organisation to come on board. With features such as individual ID numbers for each document, the ability to search not only by document name but who created it and when as well as version control, we see some great opportunities to improve the way we go about managing documents and files across the organisation.

Key Projects Learn & Do The Path Ahead Key Projects include:
- Importing legacy record data into TRIM
- New Integrated Customer Request System
- Back scanning Building Permit Files
- Back scanning "open" files from Corporate
Information office - enabling removal of
- Beginning integration with our core business systems TRIM implementation is not just a change in software; it is really a change in many of our systems and procedures

We have learnt as we rolled over speed bumps and made changes as required

We have received feedback regularly from users and made changes as required

We are in a continual Use => Learn => Implement => Use cycle which means constant improvement

The Immediate Focus is to implement TRIM use across all remaining departments.

Departments currently developing their TRIM environment include:
- Statutory Planning
- Strategic Planning
- Economic Development
- Tourism

We will be enhancing the functionality and usability of TRIM by:

- Implementing business rules and guidelines to support effective TRIM use
- Integrating it with our core business systems
- Implementing additional software to provide functionality such as hyper linking and photo
/ image management

Through various technological avenues we are able to implement:

- Remote access to corporate records
- Improved collaboration
- Automated workflows
- Smart templates linked to TRIM data
- Smart scanning for automated document and data capture

Improvements & Integrations to our Customers in Context System

To ensure TRIM remains relevant for all users we will need to revisit work units to:
- Review structures
- Re-train as required
- Provide advanced training as required
- Review procedures
- Implement advanced TRIM functions as

Let's look at some milestones of the TRIM Journey to date:

- Budgetary Allocation
- Information Coordinator position development
- Research & evaluation
- Tender and software purchase process
- Selection & contracting of service providers

Implementation of Council's Customer Request System known as Customer's in Context

Importing all legacy records information from previous software to the TRIM system Basic scanning began through the Corporate Information office, where they would scan all incoming mail.

Staff could have the CI staff scan documents as required
An "all purpose" scanner was set up at the Wonthaggi office to cater for increasing general purpose scanning requirements

Staff trained in use of TRIM Document queues for importing scans into TRIM

As TRIM settles across the organisation, some work units have been able to exploit some of it's advanced functionality to improve business processes, workflows and collaboration.

Some of these improvements include:

- Environment department using smart scanning features to scan
and automatically capture the document and it's core information
into TRIM, facilitating greater efficiency in data entry, improved
reporting and better reuse of current data.

- Automated capture and processing of emails into TRIM

- Development of Electronic Forms to exploit the use of workflows
to share and build documents

- Use of electronic templates for document creation - avoiding the
need to print documents when they can be delivered electronically
Back scanning was initiated through the Corporate Information Office to digitally archive "open" files that were on the shelves in the Corporate Information Office.

This huge project resulted in digital, accessible copies for staff that require them

The shelves in the Corporate Information Office were removed completely, signifying a big change in the way our organisation handles information, records and correspondence with our community

A second, specific back scanning process was initiated to convert old building permit files to digital records
This project involves scanning large format plans as well as all other permit documentation

This project, to scan nearly 30,000 files is still underway

Various other work units have initiated their own back scanning projects to ensure their vital records are accessible.
Where To ... Ultimately the whole organisation will be using TRIM as their primary Records, Information and document management system

Core business systems will be integrated with TRIM to provide seamless and reliable access to information as required ... it might be a bumpy ride but the destination is worth the journey! CiC Recfind to TRIM Basic Scanning Process
Improvement Back Scanning & Wider Access The journey to implementing the TRIM Electronic Document Management System at Bass Coast began prior to 2001 with the development of Council's Information Management Strategy.

Jump forward to 2010 and the journey continues with implementation of the new system nearing completion.

Here's a snapshot view the TRIM journey - where we have come from and where we are going ...
Full transcript