Projects

Sample Projects

Financial Institutions

Amongst the 15 financial institutions that TRAC was involved with two were ranked in the top five credit unions in Canada. Typical projects addressed the implementation of enterprise document management software to manage customer files; development of the folder structure to manage the customer file including membership forms, loans, line of credit and retirement. Imaging was a major component of these installations. A challenge was to ensure that the supporting processes met the regulatory and standards in place in various Provinces across Canada. Leveraging and integrating data from the banking system was key to support the document management application.

We also implemented automated business process management systems to manage the loan documentation once it had been processed by the loan management system, from notification, to signature to automated filing.

The objectives of most institutions are to minimize administrative functions and improve customer service. The ability to have the file electronically enabled customer services representatives to deal quickly and identify opportunities to offer additional services. A key benefit was the space that was eliminated by scanning the customer files which was converted to workstations and in one instance avoided the need to relocate.

Oil and Gas Sector

Projects in this field addressed the implementation of enterprise electronic document and records management systems. Initial steps involved defining the business and technical requirements; selecting the software application; implementing the solution and training.

Major benefits achieved were: the ability for users and third parties to work on the same engineering drawing without costly version mistakes. In addition, through scanning and indexing of the emergency operations manuals, the plant was able to achieve its objective for implementing swift emergency shutdown.

Retail

Projects in this field addressed the implementation of enterprise electronic document and records management systems. Initial steps involved defining the business and technical requirements; selecting the software application; implementation of the solution, change management and training. In addition TRAC developed functional file classification structures, the supporting security matrix to determine access permissions and imbedding records attributes such as vital, sensitivity, etc. in the folder structure.

Benefits included the ability to view and share documents across large regions in a timely manner; reduction of storage space in offices and scanning/OCR to deliver full text indexing to cross reference files. Transparency of records management attributes to the end users is a key element.

Law Enforcement

Projects in this field addressed the implementation of enterprise electronic document and records management systems. Benefits included the ability to view and share documents across large regions in a timely manner; reduction of storage space in offices and scanning/OCR to deliver full text indexing to cross reference files.

Manufacturing

Document centric business processes drove the functional and technical requirements for the enterprise electronic document and records management systems. Ensuring transparency of the records management while enabling users to use workflows to distribute and approve documents. Protection of proprietary information was also a key element of the records and information design.

Benefits included agility of business processes, tracking and routing of information across the organization while ensuring that it was protected in the system.

Education

Projects in the field addressed the administrative records of school and their boards. Projects usually started with ananalysis of the current state of the records and information management program. Initial steps involved the development of a functional file classification system and the review or development of a records retention and disposition schedule. TRAC was involved in numerous projects to physically convert the current paper records to the revised system and apply the approved disposition schedule. Benefits included the ability to retrieve and file documents, reduction of records storage space and improved staff morale.

Municipal, Federal and Provincial Government Sector

Projects in this field varied in complexity from basic records management to complex electronic records management installations. Activities included:

  • Development of records and information management policy and procedures.
  • Develop or revise functional file classification systems.
  • Develop or revise records retention and disposition schedule.
  • Convert physical records.
  • Develop functional and technical requirements for the enterprise electronic document and records management systems.
  • Install and implement enterprise electronic document and records management systems.
  • Train users.

In addition TRAC conducted numerous consulting assignments in the sector ranging from imaging and scanning requirements; return on investment for enterprise electronic document and records management systems; identify the cost of managing paper versus electronic records; advanced records and information management training.