Success story
Kāpiti Coast District Council
Industry• GovernmentSolutions• OpenText™ Content Suite• OpenText™ Enterprise Connect

Partner support• Techtonics Group• ATOS

Kāpiti Coast District Council
engages users with intuitive
Enterprise Content Management
New Zealand government district increases productivity,
builds unity with user-friendly OpenText™ Content Suite

Results
Improved collaboration andstreamlined processes with one
central repository
Enhanced productivity withintuitive interface“Everybody across the organization can see everything
instead of having multiple copies of the same type of
documents all over. It’s just in one place.”
Jeff Clement

Records Team Leader
Kāpiti Coast District Council

Kāpiti Coast District Council engages users with intuitive Enterprise Content Management

Known for its unspoiled beaches, the Kāpiti Coast stretches along
the southwestern shore of New Zealand’s North Island. As a popular
destination for visitors from nearby Wellington, the Kāpiti CoastDistrict is home to more than 50,000 residents and served by theKāpiti Coast District Council.
Over the past decade, Jeff Clement, records team leader with theKāpiti Coast District Council, has experienced the changing tidesof records management, always pushing for reliability and ease ofaccess. Most recently, the Council upgraded to OpenText Content
Suite 16 as the single source of information for services spanning
property management to licenses.

Swimming in records“We do a lot of regulatory work,” Clement says, as close to 330 full-time
employees manage records for a variety of services. For instance,residents must apply for building and resource consents (permits) orfood and alcohol licenses. Inspectors review documents, visit sites,
write reports to process the applications, then, the Council must store
records according to strict requirements.
Previously, methods to manage records proved problematic, according
to Clement. While Council employees wanted to collaborate on related
services, resources—including multiple versions of the same documents—
remained in separate locations. “When I got here, we were just using
paper-based systems and file shares… anybody could create afolder,” Clement says.
“We would end up with folders with all the same names or the same
titles in different areas. People would be working on something andthey might be working on the same document, but there would befive copies of that throughout the shared drives.”

Disparate systems did not support compliance with the Public RecordsAct or other protocols required of public entities. “Regulations puton the onus that we had to create and maintain the records of theCouncil,” Clement says. “You really do need a document management
system to do that. A file share will never do it.”Long-term ECM solution

In 2009, Kāpiti Coast District Council joined neighboring districts inNew Zealand using OpenText enterprise content management (ECM)
technology, working with Techtonics Group, an OpenText partner, toimplement OpenText™ Document Management, eDOCS Edition (eDOCSDM). Following years of service, the Council worked with ATOS, anotherpartner, to implement Content Suite 16 to enhance user-oriented collaborative environments and to prepare for increased mobile use.
From the start, the digital repository for records reduced inefficiencies
for the Council’s regulatory group and other users. Maintaining a single
library has made organization and collaboration much easier. “We now
have one central repository which is OpenText Content Suite and everything is in there,” Clement says. “Everybody across the organization can see everything. It’s in one place.”
The same is true for districts across New Zealand, including Wellington,Palmerston North and Porirua, all of which pared down lists of possible
document management vendors to OpenText as the preferred provider.
Demonstrating technology integration with organizational culture andoperations, each district created its own name for the information
system powered by OpenText. Wellington uses “Trove,” Palmerston
North relies on “Oasis.” Kāpiti Coast selected a more literal interpretation,with Every Document shortened to “ED.”“We now have one
central repository
which is OpenText
Content Suite andeverything is in there.
Everybody across theorganization can see
everything. It’s inone place.”
Jeff Clement

Records Team Leader
Kāpiti Coast District Council

Kāpiti Coast District Council engages users with intuitive Enterprise Content Management“Everybody personalized it,” Clement notes. “We came up with anice, short name, so users would know what we’re talking about
when we say, ‘ED.’ ” Furthermore, Council customizes its system withthe Kāpiti logo on the banner and customized buttons to take users tofavorite areas.

Migration to latest user-driven design

Kāpiti Coast District Council managed the transition to Content Suite
16 through watchful migration of half a million documents and a few
straightforward training sessions. Metadata is now associated to close
to 24,000 individual properties via a folder structure managed by therecords team. “In a proper document management system, you cancontrol the folder structure a lot better,” Clement notes. As documents
are saved, they inherit the appropriate metadata.
The initial deployment schedule established four weekends for migration,
though Clement and his team condensed it to three weekends. “Somepeople have done a big bang,” he notes. “But, we really just didn’t
have the staff and resources. The timeframe was perfect for us.”

Intuitive, unified environment

Integrated, collaborative ECM came ashore for Kāpiti Coast District
Council with Content Suite 16. “The main benefit is our end-user
experience. People can use this,” Clement says. “They can drag anddrop into file folders. They can move things around.” Users find andmanage all building and resource documents as well as other district
files in one location. They simply pull up a property to see all consents
tied to the location with one glance.
For training, the Council concentrated on the Content Suite Classicuser interface. Clement says the folder structure is familiar to users
experienced with eDOCS DM. With time, and as the need for portable

access to content increases, they will transition to the Smart View UIwith its role-based and workspace-oriented views across desktop andmobile devices. “The Content Suite Classic UI is so intuitive and theSmart View is even better,” Clement says, noting employees appreciate
the icons and tiled design in the Smart UI since it echoes other online
experiences. “Users love it. That’s what they are using at home. The
more we can do that, the better.”
Unified content encourages unified collaboration, according to Clement.
“We’re one Council. We’re one team. We’ve now opened up the files toeverybody. So everybody has got a part.” While there are exceptions
for senior leadership and human resources, in general, all users have fullaccess to documents for sharing and editing. “It just makes it so mucheasier. You don’t have to go and change the permissions on folders
here, there and everywhere. It’s all there.”
The Smart View UI will provide Content Suite users with a rich set ofenhanced collaboration capabilities when aligned to business processes.
Commenting and activity feeds will provide quick insight into what others
are working on and provide a fast way to share updates, minimizing theuse of email.

Tailored for productivity

Designed with the end user in mind, Content Suite offers an intuitive
web UI, as well as alternate options such as Smart Views, OpenText™
Content Server Mobile, OpenText™ Connected Workspaces andOpenText™ Extended ECM to suit a variety of use cases. At Kāpiti CoastDistrict Council, some employees still prefer the desktop, connecting toContent Suite through OpenText™ Enterprise Connect. “That’s the nicething about it,” Clement notes. “However you want to work, you cantailor to fit your needs.”“The main benefit ofOpenText Content
Suite 16 is our enduser experience.
People can use this.”
Jeff Clement

Records Team Leader
Kāpiti Coast District Council

Kāpiti Coast District Council engages users with intuitive Enterprise Content Management

As a result, users are pleased and productive. “Content Suite enables
everybody to do so much more,” Clement notes. In fact, the records
team is now devolving some record functions to team members directly,
opening efficient self-service opportunities, such as creating folders on
the spot.

The Council expects to add workflow to automate other manual processes,
including mail routing and meeting agenda approvals. “There are going
to be a lot of advantages and opportunities for us,” Clement says.
“We’ve now got the latest and best: Content Suite 16 is ready andwaiting. We’ll be able to lead processes going forward.”

Self-service will also be extended to citizens through the My Kāpiti
Portal linked to Content Suite. To obtain drainage plans, floor plansand other documents, residents currently contact the call center witha service request. A records team member then selects the documentfrom the larger property file for email delivery. In the future, Clement
explains, the records staff will direct citizens to the website where they
can log on and obtain property information directly. The records staff
will regain hours every day to dedicate to other responsibilities.

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