FOI request (FOIR-125995200)
Requested Fri 21 June 2019
Responded Wed 07 August 2019
Please can I request the following from you under the Freedom of Information act.
Please see below:
1. Has your authority implemented an Electronic Document & Record Management System (EDRMS) solution?
2. If YES:
a. Is the EDRMS a corporate solution or does it cover specific business areas?
b. Is the EDRMS an in-house/internal development or provided by a 3rd party?
c. If provided by a 3rd party, please confirm the name and vendor of the solution
d. What is the annual cost of the EDRMS? Please can you split this into capital and revenue (i.e. set up cost and then ongoing costs of running the EDRMS)
e. When did implementation of the EDRMS commence?
f. How long did implementation of the EDRMS take (what date did the system go live)? If the system has not yet gone live, when is it scheduled to go live?
g. Please confirm how many people were in the implementation project team and their roles in the team
h. What was the project budget / estimated spend on implementation of the EDRMS?
i. How is the EDRMS structured, for example by business area, business process, business function, etc.?
j. Approximately how many documents are held/managed within your EDRMS solution?
k. How are documents classified within the EDRMS, for example do you use the Local Government Scheme of Classification?
l. What system of document naming convention does your EDRMS use?
m. Does the EDRMS manage the creation of new documents linked to business processes / business areas?
n. Does the EDRMS integrate with other line of business applications?
o. Does your EDRMS solution also manage physical/paper records?
p. How did you cleanse/process information held on file shares etc. prior to migration to your EDRMS solution?
3. If NO:
a. How does your authority manage electronic documents, particularly those held within file shares?
4. Please provide a copy of your Authority's Information Management / Information Governance Strategy
1 - Yes
2.a - Specific business area
2.b - Provided by a third party
2.c - IDOX PLC
2.d - Annual maintenance cost of £1131.93 only
2.e - IDOX EDRMS implementation commenced in January 2013
2.f - IDOX EDRMS went live in 23 April 2013
2.g - Information not held
2.h - £10,000 - This was an upgrade from a previous solution from the same provider as a replacement for software that they no longer supported which was reflected in the price for the solution
2.i - IDOX EDRMS is structured by business function
2.j - Unknown
2.k - We use a scheme of classification suitable for our business purpose for example Case reference file number and document type i.e. Application form, drawing, site location plan, report, correspondence, decision notice etc
2.l - see answer to 2.k
2.m - Yes
2.n - Only those that fall within our Planning Services team functions eg Development Control, Local Land Charges, Street Naming and Numbering and also with the Building Control function managed by the East Sussex Building Control Partnership
2.o - No
2.p - Data was migrated from a previous solution from the same supplier. There was not cleansing necessary
3 - Not applicable
4 - Please see attached
Freedom of Information