AIATSIS (The Australian Institute of Aboriginal and Torres Strait Islander Studies) is a world-renowned research, collections and publishing organization, and are the custodians of Australia’s largest collection of Aboriginal and Torres Strait Islander materials. This collection includes more than 5,000 video titles, over 650,000 photographs, 40,000 hours of sound recordings, 175,000 printed titles and 900 art works.
In 2014, AIATSIS was given approval to seek out a solution that would streamline the digitisation and cataloguing of artefacts for the world’s largest collection of material relating to Aboriginal and Torres Strait Islander cultures and knowledge, held by their organization. Of critical importance, manufacturers from across the world were invited to submit solutions that might satisfy the Institute’s unique requirements.
“Our project team met with every business unit to form a detailed set of requirements. A number of the proposals were explored in great depth and ultimately it was determined that the Alfresco solution containing a Digital Asset Management system (DAMs) and an Electronic Document Records Management system (EDRMs) proposed by Parashift would provide the best possible outcome for AIATSIS,” Ms Osborne said.
The tailored solution was deployed by the Parashift team back in 2015 and to date continues to provide many benefits for AIATSIS, including freeing up teams to streamline their digitising work. The new DAMs/EDRMs provide a single index for all of AIATSIS’ information – documents, digital assets and records – allowing for more collaboration across the Institute and more sophisticated workflows.
Automation is creating greater work load efficiencies by saving people from emailing back and forth and updating spreadsheets, freeing them up to focus on digitising the collection, which holds approximately one million objects.
The open source analytics system selected has given the Institute even greater insight into the progress of digitisation so it can now prioritise its resources better based on real-time reporting on the digitising progress.
In addition to these required solutions, AIATSIS has also benefited from the deployment of two other modules, a business process management system and a very powerful searching and indexing tool.
Proudly Australian-owned, Ego Pharmaceuticals has led the way in the development, manufacture and marketing of innovative skincare products for 60 years. Ego is the specialist in skincare, backed by science, making products in Australia for the people of the world, and providing consistently high quality products, underpinned by heritage and integrity.
As Ego Pharmaceuticals continued to experience great success in becoming one of Australia’s largest pharmaceutical companies specializing in dermatology, its existing document management system continued to struggle under the growing demands. It was proving to be no longer cost effective, difficult to use and lacking in functionality. Ego Pharmaceuticals deemed it was time for a generational change in the way they managed their rapidly growing information.
Ego Pharmaceuticals Managing Director, Alan Oppenheim, explained that the company had experienced enormous growth and had identified a need to further improve its data management system and processes to increase efficiency.
“As our business continues to grow, we need to continue to evolve our data management to ensure we have the most effective systems and processes in place. I like our ICT systems to enable our people to achieve even greater success” – Alan Oppenheim, Managing Director, Ego Pharmaceuticals.
Recognized as a like-minded, innovative technology company, South Australian based Parashift was selected by Ego Pharmaceuticals in March 2016, to bring their people and processes together with a custom document management system (DMS) solution.
Deployment of the solution began with a proof of concept pertaining to contract management and taxonomy consultancies. From the value received through this process, development quickly branched out to an enterprise-wide project to modernize Ego Pharmaceuticals’ knowledge management.
The new DMS implemented now provides a single repository for all of Ego Pharmaceuticals’ information – documents and records – allowing for staff to focus on their day jobs and high-valued tasks.
Automation of these processes, together with a customized single repository, is ensuring that the right people have the right information, at the right time, to make the right decisions.
“In an industry that is heavily governed on their information, process and security, management of this information is vital” – Kieren Fitzpatrick, Managing Director, Parashift.
Department of Planning and Environment
The Department of Planning and Environment is the lead economic development agency in New South Wales, with over 6000 employees. The department is responsible for driving sustainable economic growth across the state. They achieve results by collaborating with and supporting businesses, industries and communities to advance investment, trade, innovation, productivity and regional growth across all sectors.
In line with the strategic goal for NSW to be the favoured state for mineral and resources exploration and mining investments, the Minerals and Resource Division for The Department of Industry sought a world-class data storage solution, with an effective search functionality specific to the needs of mining and exploration companies. With over 3.5 million pages of geolocated information, generated over the last 100 years, the department was battling with an ageing facility with limited metadata search. This was making it extremely difficult to use for any mining organization looking for specific data relating to their field, and it was potentially slowing investment into the State of NSW.
Though a customized approach, Parashift developed an integrated platform using Alfresco as the content store, Apache Solr for indexing and search, and Tesseract to digitise the older paper based reports and maps through Optical Character Recognition (OCR). The solution now provides mining organizations and geology enthusiasts with the ability to search for documents based on an area defined through a map, coupled with an amazing increase in speed and accuracy to improve the overall efficiency of the searches.
Nunkuwarrin Yunti’s vision is to lead the way in the delivery of contemporary culturally based health, social and emotional wellbeing services for the Aboriginal and Torres Strait Islander community. They achieve this by providing services dealing in primary health care to more than 6,000 individual clients each year.
Nunkuwarrin Yunti’s Business Support Services Unit were in need of a centralized records management system to file and dispose of their organization’s records. Employees were previously using an in-house system that did not provide direct access to viewing electronic files, and was resulting in long search times for finding specific records. Management was also concerned with document version control and access permissions, controlling who was able to see sensitive corporate information.
Nunkuwarrin Yunti sought out a solution that would boost staff engagement, allow all employees to contribute to the organization’s record management processes and support further document collaboration. Furthermore, as a government-funded community-controlled organization, Nunkuwarrin Yunti wanted to ensure best practice by seeking out a solution that was VERS certified. Limited in their IT funding, it was critical that the organization selected a competitively priced solution that offered value for money.
Similar organizations to Nunkuwarrin Yunti’s had conducted records management scoping exercises, and the talk was that Alfresco was the best fit for all business and technology needs. This sparked Nunkuwarrin Yunti to investigate the solution for themselves, concluding in the same outcome.
By engaging Parashift, Alfresco’s leading partner, Nunkuwarrin Yunti were able to access the full Alfresco records management platform in addition to the necessary proprietary add-ons (VERS & SARKMS), needed to implement the full solution required. Alicia King, Nunkuwarrin Yunti’s Manager of Business Support Services Unit, stated “Not only did the records management team see vast amounts of benefits in Alfresco, so did other members of management team. The additional aspects offered, such as document management and versioning, along with collaboration, were all seen as huge wins for the challenges they were facing within their teams”.
Today Nunkuwarrin Yunti use Alfresco to support their team (over 150 staff) with a number of key business applications including records management, document management, versioning and collaboration.
This much needed enterprise wide records management solution was implemented by Parashift within time and resource constraints.
Through the deployment of the VERS records management module, Parashift were able to ensure that the organization now has a governed approach to meet the local requirements of South Australian State Records, whereby they are able to place their records in a single repository system to be indexed for later search.
Parashift followed the Agile methodology of delivery, which enabled the project to be deployed in sprints, promoting continued collaboration between the two parties, a first for Nunkuwarrin Yunti. “The project with Parashift was the first experience we had with the Agile approach; we were very happy with this method as it ensured that we got the project completed on time,” said Alicia King.
A selection of our other clients include: