Electronic document and records management (EDRM) solution exposes valuable historic data, improves knowledge sharing at Britain’s foremost maritime museum
The National Maritime Museum has installed an electronic document and records management (EDRM) system from TOWER Software, and is already reaping benefits related to knowledge sharing, workflows and availability of previously ‘hidden’ information. The TRIM Context software will support 260 users in Greenwich, London, across all of its operations and encompass many types of files. In less than four months, the software has embraced more than 33,000 images from the museum’s collections, as well as standard office documents. The museum has initially used the workflow function of TRIM Context to deal with specialist enquiries from the public, and will shortly be testing a more complex workflow for managing its acquisition records.
Sue Kennedy, Head of Special Projects and Resource Management at the Museum explains, “It’s been a very exciting process for us. We’ve migrated the majority of our Public Record legacy data from 1970 onwards into TRIM Context, and unlocked a valuable source of information. The flexibility and powerful functionality of TRIM has given us the opportunity to increase our knowledge sharing. Early signs suggest that once the system has been in place for a few more months, coupled with a comprehensive in-house training program we will reap many more benefits. I find the workflows particularly promising for improving the capture and sharing of knowledge and am sure we will be finding many different areas to apply them.”
“Promising too, is the potential to build on this success and to use TRIM Context in innovative ways. For instance, we have transferred information about some of our collections into TRIM including high-quality images, to create an image database. Using TRIM’s powerful search facilities we can quickly explore our images using a variety of searches, such as by the artist or date made, the subject, even by the materials used. We are also exploring TRIM’s public web interface to see if we can make some of our historical information available to the general public. We chose TOWER Software because the team clearly knew its product, it’s easy to use, highly configurable and it passed the standards set by The National Archives. To date, I’ve been particularly impressed with its reliability and speed of implementation. TOWER Software’s partner, Audata, configured it in a very short period of time, and we’ve been running a steady and controlled roll-out since then.”
TRIM Context was the first EDRM system to be approved against The National Archives (previously Public Records Office) revised 2002 functional requirements for electronic record management systems. Such sophisticated systems provide a wide range of metadata fields and indexes that can be used to classify records. For example, by customer, author, recipient, date created, date of contract, cost values, urgency etc, all of which allow users to view and group the available documents from the perspective that’s relevant to their work.
Tony Sumpster, Managing Director at TOWER Software, EMEA concluded, ‘The National Maritime Museum has created an exemplary solution that delivers tangible benefits to its users and customers alike. I’m sure its innovative approach will continue to prove rewarding to the museum.’
About TOWER Software
TOWER Software delivers Electronic Document and Records Management (EDRM) solutions, empowering organisations to take control of their corporate information assets. TOWER Software’s award-winning TRIM Context solution is a single, integrated platform that manages business information throughout its complete lifecycle. By relying on its proven domain expertise, strong strategic partnerships and powerful solutions, TOWER Software enables organisations to maintain accuracy, maximise efficiency and achieve and maintain standards compliance across industries, resulting in sustained competitive advantage. TOWER Software is a privately held company with operations in North America, Europe and Asia-Pacific.
Established in 1985, TOWER Software serves nearly 1,000 customers in 32 countries worldwide. Its partners include Anite, Audata, CAP Gemini, EDS, Hewlett Packard, LogicaCMG, Microsoft and Unisys.
TOWER Software UK is based at Abbey House, Grenville Place, Bracknell, Berkshire, RG12 1BP. Tel: +44 (0) 1344 392700, Web: www.towersoft.co.uk.
About the National Maritime Museum
The National Maritime Museum - the largest and most important museum of its kind in the world - is housed in historic buildings forming part of the Maritime Greenwich World Heritage Site. The Museum attracts over a million visitors a year and incorporates the Royal Observatory, Greenwich (home of Greenwich Mean Time and the Prime Meridian Line), and the 17th-century Queen's House (England's first classical building and a rare surviving example of the work of Inigo Jones). Further information: www.nmm.ac.uk or (020) 8858 4422
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