Contents
- Introduction
- Case Studies
- Digital signatures at Lismore City Council
- External pilot - machine learning and records management
- Using auto-classification to classify unmanaged records
- Reducing file share dependencies - the Aboriginal Housing Office's approach
- Internal pilot machine learning and records management
- Strategies for managing email: a multi-pronged attack at the University of Sydney
- 6 steps to eApprovals: the PSC & DPC interagency collaboration project experience
- Introduction
- Case Studies
- Digital signatures at Lismore City Council
- External pilot - machine learning and records management
- Using auto-classification to classify unmanaged records
- Reducing file share dependencies - the Aboriginal Housing Office's approach
- Internal pilot machine learning and records management
- Strategies for managing email: a multi-pronged attack at the University of Sydney
- 6 steps to eApprovals: the PSC & DPC interagency collaboration project experience
Introduction
This page provides a brief summary of case studies published between 2015 and 2018 from the archived Futureproof site.
The topics of case studies encompass digital signatures, machine learning, auto classification, reducing file share dependencies, EDRMS implementation and eApprovals.
Case Studies
Digital signatures at Lismore City Council
17 October 2018
As organisations transition away from retaining paper documentation to fully realise the advantages of digital business practices, a general reticence has emerged arising from misconceptions about the need for signatures on official documents.
This case study showcases the efforts of the Lismore City Council (LCC) to overcome these barriers in their Development Assessment area by embracing a digital signature solution. The Council’s initial concern about achieving a consistent standard for signing documents to help prepare for future challenges in digital recordkeeping was fully addressed and additional advantages included reduced postage costs and the improved reliability of their digital records. Click here for a PDF copy of the case study.
External pilot - machine learning and records management
24 September 2018
The application of machine learning to records management has emerged as a key issue in information and records management practice.
This case study discusses the results of the external machine learning project conducted by the NSW Digital State Archive with staff from the Corporate and Ministerial Services at the Department of Premier and Cabinet (DPC). Click here for a PDF copy of the case study.
Using auto-classification to classify unmanaged records
18 April 2018
Transition from one records management service provider to another often challenges government agencies to identify, classify and migrate large numbers of records quickly and effectively.
This case study highlights one agency’s project to apply Optical Character Recognition (OCR) technology and TRIM software to auto-classify over 400,000 electronic documents contained in 31,000 folders, some up to 14 levels deep and many with inconsistent titling and classification. Click here for a PDF copy of the case study.
Reducing file share dependencies - the Aboriginal Housing Office's approach
16 April 2018
The use of electronic document and records management systems (EDRMs) are increasingly replacing inefficient and hard-to-navigate document repositories such as emails servers, shared networks and file shares.
This case study presents a project undertaken by the Aboriginal Housing Office to implement a Records Management (RM) Program to increase EDRMs usage adoption and reduce file share storage. Click here for a PDF copy of the case study.
Internal pilot machine learning and records management
20 March 2018
Machine learning algorithms are increasingly being trialled and tested by records managers to assist with the classification and disposal of unclassified and unstructured data.
This case study describes the application of two different machine learning algorithms by NSW Digital State Archives to assess how both un-cleaned and cleaned data performed with each. The records had been transferred from a government agency and were unusual in that they consisted of 30 GB of data, in 7,561 folders, containing 42,653 files and only some of which were considered State records. They also contained a corporate folder structure extracted from the agency’s Objective system. The results demonstrate that this technology is capable of assisting with the classification and disposal of unclassified unstructured data. Click here for a PDF copy of the case study.
Strategies for managing email: a multi-pronged attack at the University of Sydney
23 October 2017
Records managers are constantly grappling with the difficulties of managing emails in the context of their records management requirements.
This case study describes an approach taken by Sydney University to capture records from their Outlook email system using HP Records Manager 8 software to capture key email messages exchanged with students and retain them as records. The project team concluded that a combination of different strategies is most effective and that priority should be given to high value and high risk information. Click here for a PDF copy of the case study.
6 steps to eApprovals: the PSC & DPC interagency collaboration project experience
18 January 2017
This case study describes the implementation of the Department of Premier and Cabinet’s (DPC) electronic document and records management (EDRM) Program strategy, including their electronic approvals (eApprovals) workflow solution at the Public Service Commission. Click here for a PDF copy of the case study. Click here for a PDF copy of the infographic.
Published November 2020