For those of us who have started new jobs and searched long and hard for vital documents - eventually finding them because we chanced to look into directories with names like "JohnSmith” or “important sept05" - Corrections’ new electronic document and records management system comes like the touch of a cool hand to a fevered brow. Chief Information Officer Derek Lyons says one of the strengths of the new system is the powerful search facility.
"With the old system people can only search for documents in their group or service, but under the new system staff will save everything into a fully searchable central repository.
"In the future, staff should always be able to easily find all relevant documents and records," he says.
The new system will help Corrections meet its obligations under the Public Records Act 2005. The Act says that from 2010, all public offices, including Corrections, will be audited to ensure they are keeping full and accurate records of their business activities, enabling access to those records, and disposing of records properly.
Currently, around 330 Corrections head office staff are using the new system, with roll-out to all head office expected by the end of 2007, and to the wider Department after that.
The most recent users are the Internal Audit Group. Senior IT Auditor Peter Mulligan is an enthusiastic supporter of the new system.
"It’s early days for us, but already we are recognising the potential of the system as a more efficient and logical way of accessing, storing, searching and sharing information," he says.
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ISSN 1178-8453