Document Management programs

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camdeboo_ito
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Document Management programs

Hi
(Perhaps one of the admins can make a new sections called "programs" under the Municipal ICT section for this)
 
I was wondering what Document management systems other municipalities are using and at what cost?
Do they really work, and perhaps some of the problems / challenges people have with them?
 
 
Thanks in advance
 Chris

nirvesh
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Hi Chris Cape Town uses

Hi Chris
Cape Town uses Microsoft SharePoint for unstructured documents which do not require formal records management. For more structured requirements and processes that require "proper" records management, they utilise SAP's Public Sector Records Management (PSRM) solution. This has worked well for them. The Microsoft SharePoint solution allows all documents to be stored on the network, via web based services - moving documents away from personal hard drives and shared J or K drives that are only accessible in particular LAN locations. It also helps with centralisation of storage, backups, etc. The SAP PSRM solution is a very robust solution, dealing with processes that require a high degree of integrity and formal record keeping

In the social services solution that we (EOH) developed with Johannesburg, we combined SAP PSRM and Case Management to create a really powerful solution. See http://www.sap.com/belux/industries/publicsector/pdf/recordsmngt.pdf and http://www28.sap.com/businessmaps/0531547C7FE54C6A9E9B5850836F5E43.htm.

In the EOH Municipal E-Government we are using Alfresco. Alfresco is a very powerful document and records management solution used by local government’s all over the world. We will provide more information on the EOH e-Government Solution (which has been preconfigured for South African municipalities) in due course. However you can read more about Alfresco here http://www.alfresco.com/industries/government/ and http://www.alfresco.com/. You can also see an example of the Camden Council – Council and Democracy Solution at http://blogs.alfresco.com/wp/democast/tag/local-government/ . We have built a similar solution as part of the Council Secretariat section of the EOH Municipal e-Government solution.

Regards,

Nirvesh Sooful
Divisional Director: EOH Local Government Services

www.eoh.co.za

Nino
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Hi Chris, We use a system

Hi Chris,

We use a system called Collaborator, by Business Engineering. System is also build on SharePoint and very flexible.

There's literally a lot of systems out there, of which is also free. The problem lies within the support and developments. If you do get a system, make sure that the support and developement costs are determined upfront, because this is where developers make their money.

Developers/System owners will give you a system with the critical/basic modules. They then charge you quite a fee to "develop" add on modules.

The Collab system is quite versatile and we've shared a great mutually beneficial relationship with the company.

camdeboo_ito
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Hi Nino What is the TCO on

Hi Nino
What is the TCO on you Collaborator?

Christopher Nash

Camdeboo Municipality | Cacadu District | Eastern Cape
Tel:        049 807 5859 | Cell:       076 099 0163 | Skype:&n

Nino
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Chris, Collaborator have been

Chris,

Collaborator have been expanded a lot over the last 3 years. Initially it was just a basic records management system, but we have implemented other modules, such as committee management, contract management, burial management and so forth.

I only recently took over the contract and the licensing fees for all our modules are just under R90000 per year. Not all users are on the system, so the amount is for 116 users. The optional support fees are calculated on the SLA requirements of the client or support can be done on a "per reuired" basis.

The systems is basically built on SharePoint. If you need more accurate financials, drop me a mail.

I also know that DRUPAL have a document management module, but have never tested it.

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