Go live

The Objective electronic document management system went live on Monday 3 December 2018.

The first phase sees Community and Enterprise and Social Work using the system. Their existing file plan data has been migrated across from the Meridio system into a file plan structured around the functions of the council and not its organisational structure. This has been developed by a group with representatives from all Resources and was based on best practice.

This is the first time that the council has had a corporate file plan in position, which will come into use in phases for all Resources. Moving forward, it provides the structure that will enable Resources to collaborate and share on a standard platform. Initially, it provides a new central area for councillors mail and complaints. The Objective system is not just a storage location for documents, it comes with a suite of workflows to enable existing cross-Resource processes that include information sharing to be streamlined and made more efficient. Where workflows don’t exist there will also be in-house capability to create them.

Phase 1 also includes the correspondence worklflow which will be used by Community and Enterprise Resources. The Chief Executive’s mail process will also be piloted with Community and Enterprise during this phase and all Resources will be using Objective for Freedom of Information requests and complaints.

Objective Systems Administrators in each Resource will continue to work closely together to monitor this first phase, further develop the corporate file plan and identify opportunities enhance collaboration across the organisation using the Objective system.

.To help to start identify where potential efficiencies could be gained using the system, you are encouraged to contact your Resource Systems Administrator and suggest where there are current internal processes that rely on sending email attachments between Services or other Resources. These should hopefully highlight areas that could be investigated to see how a workflow might help improve an existing process.

There will be further updates in the New Year which will let you know about the next phases of rollout throughout the council.