eDRMS Rollout for Queensland Council

Client Overview

A large Queensland council sought to implement HPE Content Manager as their enterprise document and records management system (eDRMS). Their existing system, TechnologyOne DMS, was underutilised, with most staff saving files to shared drives instead. There was a significant negative culture towards records management, requiring a strong focus on change management to ensure adoption.

Challenge

The council faced several key challenges in transitioning to a modern eDRMS:

• User Adoption: Over 2,000 employees needed to shift from shared drives to a structured records management system.
• Legacy System Migration: Migrating from TechnologyOne DMS and extensive shared drives.
• Cloud Hosting: Implementing HPE Content Manager in the cloud for the first time.
• System Integration: Connecting the eDRMS with council business systems.
• Public Document Access: Enabling secure public access to development-related documents.

Solution

Yoku Solutions worked closely with the council’s IT and records teams to deliver a comprehensive solution over a 12-month period, addressing both technical and cultural challenges.

Cloud-Hosted eDRMS Implementation

• First deployment of HPE Content Manager fully hosted in the cloud while integrating with on-premise Office applications.
• Aligned with the CIO’s cloud-first strategy, despite initial resistance from corporate IT.
• Worked collaboratively with IT teams to ensure a successful and secure rollout.

Comprehensive Change Management Program

To address resistance and encourage adoption, Yoku Solutions implemented a structured change management program:

• Senior Stakeholder Engagement – Ensuring buy-in from key decision-makers.
• Project Steering Committee – Composed of senior officers to oversee implementation.
• Change Advocates – Embedded in the project team to drive engagement.
• Awareness Sessions & Lunchbox Meetings – Educating staff on the benefits of the new system.
• Power Users Network – Council-wide champions supporting their departments.
• Tiered Training Programs – Online and classroom training tailored to different roles.
• Project Branding & Communications – To increase visibility and awareness.
• Staged Rollout Strategy – Focused deployments tailored to specific business areas.
• Floor-Walk Support & Post-Rollout Follow-Ups – On-the-ground assistance to ensure adoption.

Business Process Improvements

• Collaborated with various departments to optimise document-centric processes.
• Introduced electronic workflows and online forms to streamline approvals, enhance reporting and reduce bottlenecks.

Data Migration & Legacy System Transition

• Conducted extensive data mapping and designed a migration strategy to ensure a seamless transition.
• Successfully migrated over 17 TB of data, including legacy metadata.

System Integration for Improved Efficiency

As part of the implementation, Yoku Solutions developed integrations to automate processes and enhance accessibility:

• Property System Integration: Automatically transferred documents from the property system to Content Manager, creating a hyperlink back to the records system. This improved governance, reduced duplication and ensured proper recordkeeping.
• Public PD Online Integration: Enabled public access to council documents related to development applications directly from Content Manager. Security controls were rigorously tested, including an independent penetration test, to prevent potential breaches.

Outcome & Impact

• 100% Adoption: Within 12 months post-rollout, all council departments had fully transitioned to HPE Content Manager, leading to the decommissioning of shared drives.
• Enhanced Compliance: Strengthened governance and document security while improving accessibility.
• Cloud-Enabled Future Readiness: Positioned the council for ongoing digital transformation.
• Improved Efficiency: Reduced manual recordkeeping tasks, automated processes and enhanced reporting capabilities.

Conclusion

Yoku Solutions successfully led one of the most significant records management transformations in local government, overcoming cultural resistance and technical challenges. By combining a robust technical implementation with an effective change management strategy, the council achieved full adoption of HPE Content Manager, ensuring better compliance, security and operational efficiency for the future.