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The Capital Regional District (CRD) is the regional government for the 13 municipalities and three electoral areas that are located on the southern tip of Vancouver Island, Canada. The urban centre of the CRD is the City of Victoria, and the regional district also includes many of the Gulf Islands, a number of rural municipalities and a vast tract of wilderness that lies along the southwestern coast of Vancouver Island.

According to Susan Norrington, ManagerCorporate Strategic Initiatives at Capital Regional District, the initiative to create an enterprise-wide

records management system started from ground zero. No corporate system was in place with each business unit independently establishing their own guidelines. In tandem therefore with local consul-tant, Ken Oldenburger, a committee was formed to create a foundation for

enterprise-wide standards, best practices and legal/regulatory requirements, including the creation of a corporate classification system with comprehensive retention schedules.

With the conceptual foundation established, CRD initiated a search for the best physical records management solution for implementation, result-ing in the selection of Infolinx WEB™ produced by Infolinx System Solutions®. Norrington said, “We chose Infolinx because the Infolinx WEB™ software

interface was intuitive and designed with the end-user in mind. CRD's IT department support of the software was predicated upon its true thin client architecture and role-based security features."

Additionally, CRD also implemented Microsoft SharePoint for digital file management, choosing the same nomenclature in both software systems ensuring consistent classification across the enterprise.

With the assistance of local consultant, Marion Villines, a pilot implementation was initiated within a single department. Specific steps of the program included data entry for the current year’s paper files along with purging of information no longer needed. The process included training sessions on the lnfolinx WEB™ software as well as basic and advanced record classification sessions designed to facilitate understanding and adoption of the newly designed classification system.

Capital Regional DistrictCase Study

“CRD’s IT department support of the software was predicated upon its true thin client architecture and role-based security

features.”

Susan NorringtonManager Corporate Strategic Initiatives

Intuitive interface, robust security, and local expertise were critical factors in successful partnership with lnfolinx and File IT in deployment of enterprise-wide records management software

Key Features

The success of the pilot soon led to implementa-tion with other business units. Instrumental in the expansion of the program was File IT, the local lnfolinx reseller based in Victoria, BC, and in particular, Jon Weston, File IT Solutions Application Developer, who provided the majority of the additional Infolinx training. Commented Norrington, "Implementing lnfolinx has been fairly painless due largely to the local presence of File IT and Jon’s expertise.” The implementation of

Infolinx WEB™ has provided CRD with an industry leading solution managing the entire life-cycle of their paper-based administrative and financial records. Of particular benefit is the solution architecture support for the provincial records retention schedule standard, including primary and secondary classifica-tions.

“Infolinx handles our regional custom-designed hierarchical, small-bucket records classification sched-ule in a straightforward and intuitive manner," said Weston. The records man-agement functions, includ-ing records creation, trans-

feral, retention and ownership, are powerful and easy to use. Overall, the amount of end-user input that has gone into lnfolinx’s design has made the implementation and training process a lot easier, and the CRD staff appreciates all the little things that make their jobs easier. We have also been able to provide a group of fully-customized colour labels designed to meet the various departmental

requirements thanks to lnfolinx WEB’s seamless integration with Colorflex® LabelsAnywhere™." Said Norrington, "When we started this process our corporate records management controls were sub-standard, reflective of the lack of clearly identified and centralized rules and regulations. In their absence, our employees either kept every-thing or disposed of records based upon their own business needs. Now, after a year, we have our corporate physical records culled and reclassified and all of our records management employees trained in Infolinx and our records classification system. Our next step is to archive the records we need kept and destroy those so designated in accordance with our retention schedules. Once that is complete, we will evaluate the work done and the systems in place to ensure we meet correct records management principles. And then we can move on to our digital records.”

“Now, after a year, we have

our corporate physical

records culled and reclassi-

fied and all of our records

management employees

trained in Infolinx and our

records classification

system.”

Susan NorringtonManager Corporate Strategic Initiatives

1-800-251-8399www.infolinx.com

Capital Regional DistrictCase Study infolinx

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