THE LITe PROGRAMME–

A Lighthouse for Local Authority Records

Jacqui Hayes, Archivist and Records Manager

Patricia O'Dwyer, ICT Manager

Fergal Grace, Web Manager

IRMS Limerick, 22 November 2018

Pre-Digital Records

• Hard Copy Records kept in Folders Stored

in Filing Cabinets or Lever Arch Files

Stored on Shelves.

• Any records processed

electronically were printed

on continuous paper and

kept in Binders and stored.• No Off-Site Storage, so

disposal was carried out in

accordance with retention

policy as space was at a

premium.

Introduction of Technology

• Stand Alone PC

Generally used for Word Processing and Spreadsheets.

Automated processes with duplication and repetitive calculations.

Output usually printed and filed in hard copy.

• No major change to how we stored records.

Networked PC

• Personal Drives

• Alfresco Extranet.

• e-mail.

• SharePoint Intranet.

• Shared Drives

June 2014

Limerick City Council

(1197-2013)

Limerick County Council

(1898-2013)

Limerick City and County

Council

New Operating Model

and Directorate Realignment.

Current Issues

Duplication / Redundancy / Info. Silos

Unstructured Drives

Delays in communication response

Problems Sharing Information

Limerick Information

Transformation eProgramme

A cultural change programme that will transform the way that

Limerick City and County Council manages its information.

An effective Electronic Document Records Management System

(EDRMS).

• LITe - The Information belongs to Limerick

• LITe - Streamlined and Efficient

• LITe - Come out of the Digital Dark Age

Information Management

Link to Corporate plan

Corporate Plan

Build a city and county

council that is recognised

as ambitious for the people

of Limerick

MY

BUSINESS

Department PROJECT

5 Information Types

NETWORK

LOGICS

Local

Government

Information

Classification

Scheme

Building the Lighthouse- Service Catalogue

LOGICS

Functions= 43

Activity = Primary Service = 700+

Transaction

Transaction

• Permissions –

GDPR

• Retention

Sifting for Gold- Data Cleansing

Limerick City & County Council - Overview

Limerick City and County Council - LCCC is embarking on

a 3-year programme to migrate 950+ staff from 26

departments (in time this number may increase/decrease)

from using an estimated 10Tb of network files shares, 2

x SharePoint 2007 and other legacy systems to

using EDRMS (Electronic Document and Records

Management System) based on SharePoint Online (3Tb)

and Azure Storage (7Tb) which has already been procured.

LCCC also wants to achieve full integration between Email

(Microsoft Outlook 2016/Exchange 2013) and

the SharePoint Online based EDRMS and full support to

access the EDRMS on mobile devices (iOS and Android

based)

LITe Programme – Background

Date Description

Oct 2015 EDRMS Consultancy began

2016 File Plan created, file naming conventions adopted, services aligned

with Service Catalogue. Pilot areas identified.

2017 Pilot went live in Corporate Services Dept. using Alfresco 5 (Open

Source)

Information Management consultant review and report.

Main short comings were in relation to Email (inability to save emails)

and Edit Online functionality along with lack of commercial support for

Alfresco.

Oct 2017 • LITe Project Started

• Procurement of Sharepoint Online by ICT

• Set up of LITe Programme Team & Board

Programme Board & Team Structure

Project Board Project Team

Project Board appointed with Members

from:

• James Clune - Corporate Services

• ICT – Jim Dore

• Digital Strategy – Dr. Mihai Bilauca

Project Team setup (10 Members)

• Archives / Records Management (4)

• Digital Strategy (3)

• Business Improvement (1)

• ICT (2)

Project Management documentation

2 Meetings per Quarter Programme - RAID Log reviewed Weekly

Programme Schedule defined

Project Status Reports

Programme of 16 Projects

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

Sharepoint Online

Records Management

Plug In

Outlook Extension

TECHNICAL SOLUTION

LITe Programme – Time Line to Date

Date Description

Nov-Dec 2017 Tender Preparation

Jan 2018 Tender for the supply of professional services

and Sharepoint plugins (EDMRS and Outlook) Published.

Lot 1 - Sharepoint Online Consultancy and Support

services

Lot 2 - Sharepoint Online EDRMS extension

Lot 3 - File Migration

Lot 4 - Data Analytics Tools

Lot 5 - Sharepoint Online Integration with Microsoft

Outlook

Feb 2018 Information Architecture - high level plan defined

April 2018 File Plan, Retention & Compliance defined for Test &

Wave 1 Rollout

May 2018 Award of Tender Lots

June 2018 Sharepoint Online Design/Build/Test

Date Description

June/Oct 2018 Sharepoint Online Design/Build/Test

Nov 2018 Completion of Design/Build/Test of new EDRMS

Prototype Testing - UAT

Dec 2018 Rollout to Departments: Archives, BID & Digital Strategy

[c. 20 users]

Jan 2019 Rollout to Health & Safety, Corporate Services & HAP

(Wave 1) [c. 110 users]

Feb 2019 Rollout to Operations (Wave 2) [c.250 users]

End 2020 /

Start 2021

3 Year Project timeline

On completion c.950 staff affected

LITe Programme – Next Steps

Records Management

Automated Intelligence

SharepointOnline Plan

1

Outlook ExtensionHarmon.ie

Migration Tool

Share Gate

SharepointConsultant

Central Solutions

Procurement- Technical Solution

Timeline

2020201920182017

Pilot & Evaluation

Sign-off structures,Processes,

communications and

technology

Corporate Services (pilot)

CE Support

Archives

Digital Strategy

ICT

Business Improvement

Health & Safety

HAPSSC

Operations & Maintenance

Services

Customer Services

Design & Delivery Services

Physical Development

Property Services

Community Support Services

Councillors

Human Resources

Economic Development

Social Development

Veterinary Services

Fire & Emergency

Finance Department

Arts & Culture

Libraries and Museum

Planning & Environmental

Services

Step forward towards Smart Limerick

First Local Authority to move records to the Cloud

Limerick Leading innovation and collaboration

Get ahead for GDPR Compliance

Enables Mobile & Remote Working

Increased Efficiencies

Less Paper

Improved Communication

Manage our Records into the future