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National Weights & Measures Laboratory Lightens Document Load with TOWER Software

Electronic document and records management project prepares one of the UK’s oldest government functions for e-government.

National Weights and Measures Laboratory (NWML), founded as the Board of Trade Standards Department in 1869, has installed electronic document and records management software from TOWER Software. Initially considered to ensure compliance with Government legislation including handling inbound enquiries created by the Freedom of Information Act (FOI), the system’s main benefit has been to make document processes more efficient. The £80,000 system spans 52 users and was rolled out in just three weeks during December 2004.

David Williams, the Agency Records Officer at National Weights and Measures explains, “The project was initiated last year in order to meet e-government requirements. We were keen to follow the National Archives route map, so looked at all of the systems already tested and approved by them. We eventually selected TRIM Context because it was not only the first to be approved against the National Archives standards, but was also a newer version of the system used by 5100 users at the DTi, of which we are part. By utilising a similar system, there is little operational impact resulting from staff moving between the DTi and our agency.”

The system manages a variety of documents and files including Word, PowerPoint, PDF, pictures and email, and according to Williams the main advantage has been bringing all records and documents to a single location. “We’ve dramatically reduced the duplication of documents,” continues Williams. “As we’re able to locate and retrieve existing documents so readily, the need to recreate files has diminished. As an example we’ve been able to cut the time taken to document the staff assessment process.” More recently, NWML has added the Microsoft SharePoint Client Access functionality to the environment so that staff can access TRIM Context through the SharePoint interface.

Tony Sumpster, Managing Director for TOWER Software EMEA adds, “We’ve had dozens of public sector clients in recent years initiate EDRM projects on the basis of FOI, e-government and other regulatory compliance. Once up and running, they are consistently impressed by ‘secondary’ benefits such as process efficiencies, cost savings and improved public service. One of the biggest wins is usually email management,” he adds. “Around 35% to 60% of business-critical information is stored in personal messaging systems. This information is unavailable as a resource to the organisation, becomes a potential liability in a legal or audit situation, and creates mayhem for IT departments concerned with data back-up, recovery and storage. NWML will now be capturing all appropriate information – from Word, to PDFs as well as email using TRIM Context – and we’re delighted to have them on board.”

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. For more information, visit TOWER Software UK is based at TOWER House, Oaklands Park, Wokingham, Berkshire RG41 2FD. Tel: +44 (0) 1189 771212.

For further information contact:
Natalie Sutton
Proud Public Relations
Tel: +44(0)7768 026197 / +44(0)1276 679570
Mehreen Qayum
Tower Software Marketing
Tel: +44(0)118 977 7510