Document Migration

ASIC - Migration of 10 million documents

Migration of 10 million documents from an existing Objective Record Management System to SharePoint 2013 while utilizing the RecordPoint add-on to meet government compliance. This involved:

a. migrate metadata and match Objective document types to SharePoint Content Types.

b. upload documents and automatically match to content types and metadata

c. translation of the Objective navigation structure into SharePoint Site Collection, sites, document libraries, Document sets and folders. Provision of endless URL depth for SharePoint.

d. automate the mapping of existing security and privileges to Active Directory and SharePoint Architecture.

on hover functionality to display record metadata, audit, disposal information and other metadata not directly associated with the new SharePoint Architecture while ensuring there was no loss of legacy data through the migration.

Document Management

Configuration Data Recovery and Management System (CDRMS)

CDRMS is a configuration management software application designed primarily for the electronic storage and retrieval of engineering documents. CDRMS replaces the old Drawing Office that held tens of thousands of hardcopy paper drawings and documents with a central database for each System Program Office.

CDRMS consists of a web-based interface tied to a SQL server database. The application is used to control the version of drawings and documents released to Users depending on their work requirements and needs. CDRMS holds engineering drawings and other engineering documents and ‘objects’ together with a database of related data. Users in a SPO can view engineering drawings and other data files related to their weapon system controlled by caveat and user profile from their DRN PC.

The main functions carried out by CDRMS are;

Configuration Item Management
Technical Data Library Management
Online Digital Data Management
Technical Drawing Management
Automated Import of Data, and
Technical Data Package Management

CDRMS is currently used across DMO by 13 SPO and agencies covering;

Aviation
Guided Weapons
Ground Radar, and
Land Weapons Systems

CDRMS was built by Definiti Pty Ltd (formerly the Software Solutions Division of CSA) and has been supported, maintained, and enhanced under contract since 1 July 2009

Record Achieving

Achieving Court Administrative Authority

Background

In preparation for the relocation of their Corporate Services Branch, the Courts Administration Authority recognised the need to reduce the amount of hard copy records and documents and the space required to store them.

Project deliverables

Sentencing and archiving of a large volume of inactive general administrative records, including:

Sentencing against State Records approved Disposal Schedules
Boxing and listing of records sentenced
Preparing required State Records documentation

Benefits

On-site hard-copy storage has been significantly reduced
Provides an indication of remaining volumes of Core Business records for future sentencing
Provides space for future archived records
Transfer of permanent records to State Records to meet legislative obligations

In the client's words

"I am really impressed with the work that the Experience Matters team has done. They have sentenced, boxed and listed just over 220 boxes and this has made my life much easier.

They worked with the CAA to develop the scope of this project, and their knowledge of the State Records Act means that we know our records have been handled appropriately.

They have also succeeded in freeing up significant physical storage space in our office.
I will definitely be asking Experience Matters back to help with our next project."

Electronic Document and Records Management

Australia's largest Electronic Document and Records Management

Client Issue

Client needed a trusted in-sourced partner to provide the full design, implementation and support to Australia’s largest Electronic Document and Records Management (EDRM) environment. They also needed easy access to specialist management advice, guidance and assistance across a wide range of enterprise content and information management functions. This includes the management of a team of professions to deliver the services in-house to the customers of our Client.

We offered

Easy capture, access and storage of corporate knowledge in a single repository.
Mitigation of risk associated with loss of valuable corporate knowledge Policy and business rule development.
Employee access to common repository for all corporate information and latest release of documents.
Infrastructure design, acquisition and implementation support.
Transition and change management planning including training needs analysis.
Analysis, design and documentation of Standard Operating Procedures and production of User manuals.
Fixed price managed service.

Client Gained

Cost savings in excess of $20 million.
Fully managed service solution.
Document management system tailored to their specific needs.
Easy to use and easy to learn.
Easy access to skilled resources reducing overall implementation costs and timeframes.
Surge capability for rapid implementation, training and support locally or nationally.
Data migration planning, tools, and execution.
Training program development and delivery by specialists.
Onsite Client and user support services.
Access profiling and version control.
Digitisation of existing records as part of a comprehensive integrated approach to information management.

Proof

JBS in association with filosoph-e has provided EDRMS consultants, contractors and EDRMS Managed Services to the Department of Defence since 2005. In this time, we have maintained over 50 Servers across multiple networks and physical locations representing more than 120 million records available to over 70,000 active users.

Every week, more than 35,000 separate users are active on the system. Our fully managed services include software development, implementation, change management and training to ensure that new and existing users are familiar with the EDRMS, as well as all relevant business rules and standard operating procedures. Our onsite teams of specialists continue to provide the necessary capacity and capability in the ongoing management and administration of the EDRMS. We continue with the management of cascading roll-out plans and implementations for Defence locally and nationally.

Hornet Upgrade Documentation

Hornet Upgrade Project

ATACS successfully completed the update of F-18 Aircrew Operational Documentation to the Hornet Upgrade Program (HUG) Phase 2.2 configuration. This update spans the F-18 Standard Operating Procedures (SOPS) and Tactical Procedures (TACPROCS), Flight Manual and Command Instruction, and sees incorporation of AIM-132 Advanced Short Range Air to Air Missile (ASRAAM), Joint Helmet Mounted Cueing System (JHMCS), ALE-47 Counter Measure Dispenser System, and the Multi-functional Information Distribution System (MIDS) Tactical Datalink.