Friday 13th September, 2012

BancTec has been selected by Trafford Council to deliver an Electronic Document and Records Management System (EDRMS) in coordination with BancTec partner Serengeti Systems Limited. As an approved supplier of the Government Procurement Service Framework, BancTec was chosen to manage the EDRMS and related services, including implementation support, software support and maintenance for Trafford Council’s 3,000 users.

“BancTec was selected because its solution offered the most economically advantageous proposal to Trafford Council,” said Steve Downey, General Manager at BancTec. “The evaluation criteria included delivery approach, quality of service, and lifecycle costs.”

The Council procured a three-year Single Award Agreement on behalf of the Association of Greater Manchester Authorities (AGMA), a partnership among the 10 local authorities within the Greater Manchester Area. Any AGMA member may utilise the agreement throughout its duration.

“Like most organisations, Trafford Council holds a growing number of electronic documents and records in an ever-increasing number of formats, such as email and multimedia,” said David McIllroy, Head of Business Change and ICT at Trafford Council. “We are faced with increasing demands to be more effective and efficient, while at the same time being able to demonstrate that decision-making processes are always fair, transparent and compliant with regulations and legislation.”

Currently, the document management capability at Trafford Council is heavily dependent on the use of existing paper stores, shared folders and drives. Recognising the need for a secure, scalable and reliable document and records management solution, ensuring confidentiality, integrity and availability of its records, the Council sought a system to streamline its information and records handling.

“The last few years have seen a growing recognition of the importance of a corporate EDRMS to provide a structured, monitored and managed information system,” said Peter Molyneux, Trafford Council Corporate Director. “The Council’s vision is to provide a single, correct version of ‘the truth’ by providing a single portal for people to access information in both a secure and easy-to-find way.”

Trafford Council is looking to develop a long-term relationship with BancTec and Serengeti Systems to assist in the implementation of the corporate-wide EDRMS. The outcome is to improve the efficiency of information storage and usage to assist in meeting its service delivery objectives. The EDRMS will provide the following functions: