DOCUSHARE AND THE TOWNSHIP OF TINY

Providing a Solution for Document Management

Brenda Biggs, GIS/Computer Coordinator

PRE DOCUSHARE ISSUES

Paper documents were stored and retrieved from file folders in cabinets and boxes throughout the Administration Building

Physical space of documents as well as disaster recovery, if one should occur, was an issue that could not be ignored

Documents were recorded in a DOS based Records Management System that was over 10 years old

Searching for misfiled documents became time consuming and frustrating for Staff

PRE DOCUSHARE ISSUES (CONT.)

Property owners wanted easier access to municipal information ie: by-laws, minutes etc.

Municipal Officials needed convenient access to information (ie Egenda)

No accountability with misfiled documents (Docushare labels a name to each piece of information entered into docushare)

Document Imaging was the solution for documents that are required to be kept forever that may deteriorate over time

ONE PROGRAM ONE SOLUTION

WHY DOCUSHARE? Xerox was prepared to provide a 30-day trial

period Provided a solution for future growth of

Document Management Had more components to offer without extra

cost (was part of the program) Licences for our existing and future users was

affordable One umbrella solution (scanner/copier and

DocuShare)…More accountability… one phone call

Why DocuShare? (cont.) Customizable to include the Records Management

requirements for Ontario Municipalities

DOCUSHARE CONTINUES TO GROW WITH TINY Tiny purchased a second XEROX Workcentre Pro

255 photocopier/scanner, which included a better scanning compression for pdf documents

Microsoft Outlook Client was purchased and installed to allow staff the ability to save all emails and attachments into Docushare

Installed newest version of Docushare and purchased the maintenance agreement with Xerox to ensure that the Township would receive all future updates

A DIGITAL FILING SYSTEM

Docushare is Tiny’s main filing system for all digital and paper information using Ontario standards for retention and codes

Documents are scanned and filed in collections (folders) setup by staff within the Docushare program

Information can easily be retrieved by a simple search to display the document on your monitor

Physical folders are also setup to allow staff to file a paper copy of the document needed for legal matters or in some cases ease of use ie: magazines etc..

DOCUSHARE’S OUTLOOK CLIENT SOLUTION

Tiny uses Outlook Client to allow staff to file emails directly into Docushare

Emails can be moved or copied into the appropriate file within Docushare by several methods that are common to Microsoft

Attachments are stored with the emails so that all of the information is together

Emails stored in Docushare can be retrieved and viewed in Outlook and within the Docushare program

The program has eliminated the mass storage of emails in the Email Exchange Server

Emails will have the same filing code and retention schedule for all RMS records in Tiny

WEB and EXPLORER INTERFACES

Docushare offers a web based solution to allow users to browse information via the internet

Staff is able to view, search, download and upload information from an internet connection at anytime

Information is stored in Docushare and permissions are set to allow documents to be viewed by guests or by a secured user

Docushare also has a component that can be downloaded to allow staff to utilize all of the Docushare features from their Microsoft Explorer at the office

AN EGENDA SOLUTION A section in Docushare was setup to allow staff

to populate the collections with information for the Egenda

The items are reviewed and placed in the proper locations with appropriate titles according to Tiny’s agenda format

Permissions are set for confidential items and the Egenda is posted on the website for everyone to access

Once the meeting is complete items are moved in the proper records management locations as well as remains in the Egenda location on the Website for Guest viewing

TINY/DOCUSHAREWEBSITE PORTAL

Through Tiny’s website www.tiny.ca the public is able to view all by-laws, resolutions, minutes, and since 2005, agendas

Staff is able to scan the above information to the RMS in Docushare and at the same time, post to a location for the public to view as well (one scan multiple locations with set permissions)

DOCUSHARE AND TINY A WIN WIN SOLUTION

DocuShare provides an electronic imaging solution, which is capable of adopting The Ontario Municipal Records Management System

DocuShare provides an Egenda solution at no extra cost

DocuShare can provide information to everyone via our Website and/or web portal

As staff becomes more comfortable with the program, they are finding more uses ie: calendars, private sections for Committees, subscriptions to information etc…

DOCUSHARE AND TINY A WIN WIN SOLUTION CONT.

Docushare search capabilities are the powerhouse of the program allowing detailed queries to be created in order to get the information you want

Outlook Client provides an avenue to store emails and attachments into the RMS to reduce the problem of oversized mailboxes

Positive feedback from the public and Council

Docushare help desk workers are very knowledgeable and helpful

DOCUSHARE HAS GROWN!!

2005 - DocuShare was deployed and the old DOS program for Records Management became the new Electronic Document Imaging Solution of DocuShare

2008 – Docushare has grown in the past 3 years to 80 gigs of information stored on a dedicated server using an SQL database.

New DocuShare Records Management Program

Properties in DocuShare

Multiple Locations when Filing

DocuShare Explorer Client Example

DocuShare Live DemoThrough the Web: www.tiny.ca

Through Open Portal: https://docushare.tiny.ca/docushare/dsweb/HomePage

Questions:

Contact: Brenda BiggsTownship of TinyPerkinsfield, OntarioPhone: (705) 526-4204bbiggs@tiny.ca