Solutions providers Serengeti Systems have been asked by Royal Borough of Windsor and Maidenhead to implement their document management solution e-intranet within their large planning department and have this solution integrated with CAPS Solutions' UNI-form7 application.
The project will be to implement a Serengeti Systems proposed batch scanning process and a software solution within RBWM Planning department that permits seamless access to documents associated with a particular planning application controlled by CAPS SOLUTIONS UNI-form 7.
RBWM receive in excess of 3000 new planning applications per year and require a solution to capture and manage these. Some of the more complex applications will include hundreds of documents, plans and updated plans, objections, and all sorts of other related communication. As part of the proposed capturing process, operators will be able to automatically index the documents by application number and document type - using OCR, optical character recognition and ICR, intelligent character recognition. This will then permit future access and retrieval by application number, from within UNI-form 7, i.e. e-intranet will be seamlessly integrated with the existing planning application software suite - UNIform7 - providing Users with full access to all documents and records from within UNIform7.
Controlling access to folders and scanned documents is a critical aspect of secure data management. This is because some documents need to be held securely from the beginning and because long term, documents associated with a planning application will have to be made available to the applying citizen in a secure manner over the internet. As far as the user is concerned, if they have the relevant permissions to initiate a search within the planning department's database, they can then access all documents and files stored and archived in e-intranet, which will be operating at the back-end providing an invisible connection between Uniform 7 and the powerful browser based search facility. The system permits the tailoring of access rights for individual documents or sets of documents. All actions that are performed on the site are audited in the database and therefore analysis can be performed at any time. Also, reclassification of documents is easy. Administrators can also with
ease correct incorrectly indexed or filed documents.
Serengeti Systems will define the scanning process, utilising KOFAX ASCENT - an industry standard as far as scanning is concerned - as electronic document capture software for recognition of header sheets. Serengeti Systems will also provide the software integration between the capture software and e-intranet - an integration already delivered to many public sector organisations. In addition some users will be provided with viewers and permit on screen measuring tools applied to maps. Annotations are optional. Finally, the brief is to customise an e-intranet implementation for the planning department, to implement and install the total solution and provide user training.
The Council has a very large archive with records dating back many years. It is looking to digitise most of these records to make them more readily available to planning officers and other council staff. The project will therefore involve the back scanning and capturing of large volumes of documents in various formats and sizes from A4 to AO.
SERENGETI SYSTEMS have extensive experience of working with Local Authorities, Housing Associations and Government bodies providing scanning and document management solutions.
RBWM PLANNING DEPARTMENT - is responsible for the Local Plan, providing advice on policy matters and developer contributions; the production of development briefs and other plans for specific sites and areas in the Borough, providing Census, demographic and monitoring information; and also advice on Conservation Areas, Listed Buildings and Archaeology. Development Control (the department the project is delivered for) deals with any matter regarding planning applications.
Contacts: Serengeti Systems, Tel 01473 829900,
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