The National Library of New Zealand is perhaps best known for its research library, the Alexander Turnbull Library, but it also provides access to a range of resources and specialist services to schools and libraries across the nation. Managing the presentation of collections to very high standards, the Library’s catalogue systems put a wealth of content at the fingertips of users. However, the Library was missing a core system to apply similar principles to the management of its enterprise information.

Fujitsu was engaged by the National Library to help instill best-practice knowledge management and knowledge sharing principles into its business. Combined with a new document and records management system, the National Library now has a platform to fully execute its new file management plan. Staff are now able to work more collaboratively and within a system that ensures enterprise information is managed as a strategic asset.

Effective information management
The key issue facing the National Library was inconsistent information management. While some parts of the organisation were managing their information effectively, other parts were not.

Keitha Booth, National Library information centre manager, says the organisation’s IT systems provided the space to store information, but the framework was missing to manage it according to business and statutory requirements.

“Our electronic documents and file classification system were arranged by organisation rather than function, so it was difficult for different business units to collaborate and share information. We were also missing a records management system to manage all our paper files. So, it was hard to manage our business information as a strategic asset.”

The National Library mirrored the document management pitfalls common to many organisations, and information was often housed in silos based on network drives. This was a root cause of unnecessary document duplication, with extra load placed on IT network resources, and inconsistent document access.

A new platform
Fujitsu was first engaged to assist the Library to develop the business case for a new enterprise document management system, but the company also played a key role in vendor evaluation and the eventual selection and implementation of Hummingbird.

Fujitsu established a process to allow the National Library to manage paper and electronic records according to a retention and disposal schedule satisfying the provisions of the Archives Act, and developed a knowledge management platform to retain the organisation's enterprise information, including emails, providing a single view of information for ubiquitous access and sharing.

“As well as managing public information we wished to be a leader in managing our own information,” says Booth. “A core philosophy of the project was shifting people away from ‘this is my work’ to ‘how does it fit into the Library?’”

Replacing a hierarchical file management system, the new document management system enables the National Library to manage its information by functions and activities rather than the historical constraint of organisational structure.

The entire project took a multilayered approach, harnessing focus groups at the front-end, which identified the needs of different users and determined the file plan structure. Business unit 'champions' acted as catalysts for uptake of the new system and provided technical support, computer literacy and  application training.

“During the system deployment, Fujitsu was out there advocating, talking, training and explaining,” says Booth. “Introducing an organisation to a new way of doing things for the first time requires both systems knowledge and a high-level view of information management.”

Business impact
The National Library is transforming the management of its enterprise information, satisfying statutory requirements and establishing the platform to improve knowledge sharing and management across the entire organisation.

“We are now a more efficient organisation,” says Booth. “We’ve introduced the principles of our library systems to our corporate information. So, we’re now practicing what we preach and following best-practice management, which, ultimately, supports better business decision making.”

National Library staff members are now able to work collaboratively. Every document, regardless of business unit origin, is available to the entire organisation. So, employees get equal access to a single document resource history.

The system also manages restricted information very effectively. When sensitive documents are created, authors are able to define levels of security and determine access, rather than being constrained by the structure of a hierarchical file management system.

Systems network usage has also been reduced, as document references are sent over the network, instead of sending the documents themselves. Different users are also able to view the same document simultaneously.

The management and preservation of emails has also been incorporated into the new system. Commonly, 70 percent of an organisation’s knowledge resides in email. By integrating it with the document management system, the National Library has safeguarded its enterprise knowledge from the sometimes arbitrary habits of individual email account holders.

“Every aspect of our knowledge management has been improved. It has become easier to find and share information. And we’ve got the systems and procedures in place to satisfy our statutory requirements,” says Booth. “I wouldn’t have gone to Fujitsu if I hadn’t been impressed with their knowledge management group. They have helped us unlock our enterprise information and manage it as a strategic asset for the Library.”

For more information
Fujitsu
+64 9 921 8093
www.fujitsu.co.nz

December 2006