The City of London Corporation has selected a new corporate-wide records management and archiving system to provide staff with a single source for data.
The Corporation has selected the Open Text enterprise content management (ECM) platform to give 1,750 staff the single source for information.
Roger Marshall, IS director at the City of London Corporation, said, "The Corporation is more than 800 years old and archiving our growing number documents and records has been an issue we have been trying to address for some time.
"In planning a major building refurbishment, which involved the decanting of existing archives, we engaged a consultant to advise us on how we should manage our archiving moving forward."
Marshall said he proposed the Corporation should not just archive new documents, but also digitise them by implementing an electronic document and records management system.
"We saw this as an opportunity not to just change the way we archive documents, but also improve our business processes," said Marshall.
Employees were spending an increasing amount of time accessing and searching physical files in the archive, and a new solution was required that could deliver both digital archiving as well as corporate wide records management.
Following a two-year tendering process, the Open Text Livelink ECM platform was selected. The system will be rolled out from this month.
Marshall said, "We see Open Text as the answer to helping us meet a common corporate standard in line with the government's National Best Practice Scheme, and eventually leading to one single source of truth, eliminating the duplication of both electronic and physical files.
"Eventually we hope the solution will reduce the need for paper based files and ultimately bring greater efficiencies, which will reflect in the service we offer our residents."