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Central Government, Government Data Management, Local Government
Scottish Govt upgrades records management system
The Scottish Government has successfully upgraded its mission critical electronic Records and Document Management (eRDM) system for all 6300 users.
The upgrade provides the Government with a platform for future growth, enabling further development and exploitation of eRDM including the ability to support workflow and case handling solutions.
With an annual budget of £30 billion, the Government for Scotland is responsible for most of the issues of day-to-day concern to the people of Scotland, including health, education, justice, rural affairs, and transport.
The eRDM system, supplied by Objective, manages all unstructured information held by the Scottish Government in a secure environment. It also serves as a foundation for improvements in operational effectiveness and collaboration by allowing staff to have authorised access to appropriate information when they need it, no matter where they are located.
“The eRDM project is the single biggest IT enabled business change project ever undertaken by the Scottish Government and it is viewed as highly successful,” said Ben Plouviez, Head of Information Services, Scottish Government. “Placing a greater emphasis on effective information management enhances the collaborative sharing of information between different teams, enabling us to comply with Freedom of Information legislation and importantly, helping to improve the public’s perception of government handling of personal data.
The upgrade was delivered successfully with the absolute minimum disruption of service to the end users.
Minimum disruption of service to end users was ensured during the upgrade, which happened simultaneous across the entire organisation whose 6300 staff members are distributed across multiple sites throughout Scotland. The Scottish Government’s initial eRDM implementation took place in 2005, following a detailed business analysis review by the Scottish Government. The business requirements were carefully scoped out and an in-depth, extensive benchmarking exercise was carried out on the complex legacy paper-driven records system.
The system the Government’s improved corporate governance, in terms of both compliance with legislation and better risk assessment, which can be done based on more complete information. Sharing of information within the organisation was also bolstered to ensure that staff are more aware of other initiatives and activities.
Other benefits of the eRDM include reduction in costs associated with storage of paper records, improved opportunities for flexible working practices, more robust and reliable disaster recovery, as well as version control and process automation.
“Information is the lifeblood of the Scottish Government. Placing a greater emphasis on accessibility, accuracy, efficient storage and retrieval of information is seen as key to securing sustainable improvements in the organisation’s agility and effectiveness,” said Anne Moises, CIO of the Scottish Government.
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