The challenge
The Councils were managing growing volumes of digital records through the TechnologyOne ECM system, yet critical inefficiencies persisted. There were misalignments in the Subject Index and Business Classification Schemes, an overwhelming number of Quick Add Profiles (QAPs), and no clear governance around security group access.
These gaps led to inconsistent document registration, fragmented record-keeping practices, and compliance risks. In addition, the lack of automation and underutilisation of system features like reporting and integrations limited overall system value.
The Councils required a strategic review to uncover opportunities for streamlining ECM system use, improving governance, and aligning practices across the two organisations. Avec was engaged to deliver targeted insights and guidance to support informed, structured improvements.
The solution
Avec conducted a detailed ECM Health Check, reviewing nine key components of the Councils’ ECM systems. These included:
- Subject Index
- Classifications
- Security Groups
- QAPs
- Business Process Automation (BPA)
- Reporting
- Training
- Integrations
- Digital Disposals
Recommendations focused on aligning metadata structures, reducing system clutter, and introducing process automation, and key solutions included:
- Realigning the Subject Index to match core functions and integrate disposal classes
- Consolidating and standardising document classifications
- Establishing policies and review cycles for Security Group access
- Streamlining over 800 QAPs across both Councils
- Leveraging Precis Builder and BPA to automate document workflows
- Developing a structured ECM training program for staff
- Increasing the use of reporting tools for visibility and compliance
- Expanding the use of Outlook and Office 365 integrations
- Establishing governance and process alignment for digital disposals
The result
Avec’s ECM Health Check provided WWC and CHC with an actionable roadmap to standardise, automate, and enhance information management. The Councils are now equipped to:
- Improve consistency and compliance across departments, reducing risk
- Reduce administrative overhead through automation and simplified QAPs
- Better govern user access and protect sensitive information
- Maximise their investment in ECM by leveraging underused system features
- Position themselves for a smoother rollout of digital disposals and future transformation phases
Based on the recommended improvements, the Councils can expect to realise measurable gains across key areas including:
- 30–50% reduction in misclassified documents and up to 40–60% faster retrieval times
- 20–40% reduction in inappropriate or excessive system access
- 15–30% reduction in manual document handling through automation
- Up to 50% reduction in time required for audit and compliance reporting
Collectively, these improvements are expected to deliver a 25–40% uplift in overall information management efficiency within 6–12 months, while strengthening compliance and maximising the value of the existing ECM investment.
