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Process Enhancements

IMAS are always looking at ways to improve our services working collaboratively with staff, alumni, researchers and the wider community. IMAS has been actively involved with several collaborative programs and are adding more to our list as a result of customer requirements, technological advancements and industry standards. IMAS aim to assist others in managing information by discussing business improvements, enhancements & future trends that will greatly improve business processes. Some of our more recent projects are listed below.

The ECU Library Acquisitions team contacted IMAS to see if there were any ways they could stream line their Acquisitions process using HP Records Manager. The IMAS team first mapped out the process and then looked at ways that HPRM / HPCM could be applied. The Acquisitions process covered a number of staff sending emails back and forth throughout the acquisitions project. It was these emails that were causing the most problems as they were hard to manage resulting in an incomplete picture of the process for any one user.

The solution offered by IMAS made use of the resource request form that is the starting point for any acquisition. When a new form is submitted, the Acquisitions team save it into HPRM, then using a workflow system, each step of the process is allocated to the appropriate officer. In addition to this, every step in the workflow process as well as any notes made about the process along the way are all captured with the original resource request form. This means that an entire request can be processed with a single document registration and anyone involved in the process can get a complete picture easily at any stage of the process.

When ECU transferred to cloud storage, the Web01 webserver was deemed too difficult to pick apart and transfer. As a result of this, anything residing on the Web01 server needed to be moved. One such item was the ECU policy database and IMAS were approached to see if HP Records Manager could be used to host and provide access to all of ECU’s policy documents. The basis of this was something that HPRM could manage quite easily on an internal (ECU staff only) basis, but these documents needed to be available to anyone including the general public which posed some security issues.

IMAS engaged an external provider to advise on how to make the policies available without putting the security of the HPRM database at risk. The solution employed an existing HPRM functionality called web drawer and after some development the new ECU Policy database was released. The use of HPRM as a repository for these records has many benefits including the reduction in document duplication across multiple repositories. In addition, edits can be made to the content of the database without any need for web publishing as the Policy Databases simply provides the most current version of the document, direct from HPRM.

* Note HPRM is now called HPCM since 2019

Initially introduced for the use of Mac users (due to the absence of a HPRM / HPCM desktop application for Apple devices), the HP Records Manager WebClient has had some additional benefits. Using the WebClient functionality, document specific URL’s can be produced from HPRM and then inserted as links into webpages. Once done, end users can click on links in webpages, and be presented with a document in the same way they would traditionally – the difference comes in where the document is retrieved from. In the past, the document would be loaded onto a web server and retrieved from there. Using the WebClient, the document would be retrieved from a place in HPRM where it had been previously saved.

Accessing documents from the web, via HPRM, means that documents no longer need to be saved in multiple places as their position in HPRM is sufficient to cover all needs. In addition to the reduction in replication, there is also a reduction in the web publishing work needed to keep a document current. Previously, a web author would have to physically update the webpage after each edit. Using HPRM URL’s the link that users click on always takes them to the most current version of the document, without the web author having to do any updating.

If you'd like to know more, please contact mailto:imas@ecu.edu.au who can assist you with the security access for your documentation & the format the hyperlink needs to be in so your records are accessible to those who need to view them.

Research is a big part of ECU and the management of the data created by the research done at ECU is vitally important. IMAS have been working collaboratively with research data stakeholders to devise a plan to effectively manage research data.

IMAS are here to assist in managing your research data by helping to

  • Determine how long your records need to be kept for & preserve your data long term
  • Ensure your data is readable over time & secure
  • Increase research efficiency by documenting & describing the data collected throughout the research life cycle
  • Meet grant requirements (research funding agencies are now moving towards making the completion of a data management plan a requirement)
  • File formats & relevant conversions for preservation

Below are a few links to information about Research Data Management Planning at ECU.

ECU Data Management Plan

Process Flowchart

In 2016 IMAS successfully rolled out HPRM (now called HPCM) across South West Campus. This took a number of face-to-face meetings, from discussing the initial proposal, to presenting HPRM’s system functionality & answering questions, to conducting training sessions. IMAS met with service areas & schools to conduct classification model meeting to ensure areas had all of the files they required according to their business processes. This meant they could begin using HPRM effectively & familiarise themselves with the benefits in utilising ECU’s record keeping system.

IMAS travel down to Bunbury approximately 4 times a year, to ensure there is a records management presence & to assist users post implementation. We also offer remote sessions as required & advise others travelling to Joondalup to notify us if they require any assistance when they visit also.

We find more & more people are using the recordkeeping system to access & share their business records. IMAS are happy to discuss business efficiencies, system integrations or exceptions, how to access content & how to run reports. If you or your team requires any further training or wishes to discuss any records initiatives, please contact us on: mailto:imas@ecu.edu.au

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