Switching to new software “will ensure the right information is available at the right time,” says manager
The city’s records management system evolves over time.
A February report determined that the city should switch from SIRE to Microsoft 365 SharePoint for its electronic management.
This report and review was made possible by a grant of $ 150,000 and most recently the city received an additional $ 476,450 from the province to implement the new system, or 65% of the total cost. The city will take care of the rest.
“Technology has changed dramatically since the implementation of the city’s current electronic management system, SIRE, in 2007. The SIRE system does not have characteristics common to modern computer systems,” said Liz Reid, Chief Technology Officer. some information.
The implementation of the modern system “will ensure that the right information is available at the right time, improve case recovery time, support improvements in customer service, improve the transfer and retention of business knowledge, and support the move to a less paper-based office, respecting the environment, ”she said.
It will allow the classification of information “as it is created and updated rather than the current process, which requires a separate step to upload documents to another system”.
The city has issued a tender for the implementation of the system. This work is expected to start by the end of the year with implementation to be completed by September 2022.
When asked why the cost to do so was high, Reid said, “The introduction of a new electronic content management system affects all aspects of the organization and includes the migration of all electronic records. to Microsoft SharePoint, which requires significant resources and training. “
The city’s CAO, Gayle Jackson, thanked the Department of Municipal Affairs and Housing for the grants.
“As a professional and progressive city, Orillia strives to leverage technology to better operate the city and we look forward to implementing our new electronic content management system which will redefine the processes of document management and backing up city files, ”she said.