Department of Cultural Affairs and Sport, Western Cape Archives and Records Service leads the way in ECM

The Western Cape Archives and Records Service of the Western Cape government's Department of Cultural Affairs and Sport (DCAS) is increasing the efficiency and effectiveness of its records management, with the assistance of Datacentrix, a provider of high-performing and secure ICT solutions.

Says Jolanda Hogg, head of Western Cape Archives and Records Service: "As the custodians of our heritage, the Western Cape Archives and Records Service is the regulatory body for managing the records of the Western Cape and, in addition, provides a records management advisory service to all local departments. As such, we have taken the step to set the standard in electronic records management by appointing Datacentrix to implement an enterprise content management (ECM) system, using the OpenText ECM suite."

This implementation has, as its starting point, a baseline installation of the ECM solution, with a file plan for the capture, storage and management of corporate content within the Western Cape Archives and Records Service. As a first step in setting these standards, it is working closely with Datacentrix to create the capacity to convert its paper records into digital images for the facilitation of safe storage, quick retrieval and proper records management throughout the document's life cycle.

According to Trish Dicks, national strategy manager: ECM public sector at Datacentrix, an OpenText global alliance partner, all processes within the Western Cape Archives and Records Service are being mapped, so that each one can be aligned to the relevant area of the file plan and appropriate taxonomies created, based on these processes.

"In addition, a permissions model has been drawn up providing a framework on how access to information will be controlled to include only authorised people," she explains.

"The implementation aims to facilitate the capturing of electronic content and make retrieval as easy as entering a keyword and clicking a button. In this way, users will be able to retrieve content at their desks, and multiple users will have access to the content at the same time, all while permissions set up within the system will ensure that information security is maintained."

Datacentrix is currently working closely with various members of the Western Cape archives team in order to successfully implement this project. This includes ensuring that all those involved are fully equipped and trained to better meet the needs of its clients making use of the ECM solution's functionality and electronic storage and retrieval of documentation.