Located in Eastern Ontario, the City of Peterborough employs approximately 1,000 staff to serve a population of about 78,000 residents. The City selected the FileNexus® Document Management System after witnessing the many successes Peterborough Utilities Group (PUG) had with the technology. To read about PUG’s success with FileNexus®, click here.
Prior to FileNexus®, the City of Peterborough lacked a cohesive approach to filing or archiving their many important paper and electronic documents. Consequently, storing and retrieval of these files was an arduous and time consuming task. Moreover, the City was concerned that traditional storage methods left files susceptible to loss, unnecessary duplication, and unauthorized access.
The initial deployment of FileNexus® at the City was in the Finance Department – where purchase orders, invoices, and related documents, were electronically indexed, archived, and managed using the new technology. The City has expanded the use of FileNexus® to a number of other areas since that time.
“All the departments are enthusiastic about using FileNexus® – the strong search capability will save them time and allow them to better manage key business processes. We are rolling it out across the Corporation, including the Employee Portal to areas such as MSDS records, payroll, council minutes, finances and so on – it’s been a win-win everywhere.” – Rebecca Whelan, Records Management Co-ordinator, City of Peterborough
Like all organizations, the City of Peterborough is required by law to maintain a library of Material Safety Data Sheets (MSDS) that categorize potentially hazardous materials in use on and off premise by their employees. These records were previously stored in binders, which required staff to physically file and maintain – a time intensive task that sometimes resulted in duplicates, missing, or misfiled documents.
“Loris has been fantastic to work with. The support team always answers my questions and points me in the right direction.” – Jeremy Yates, Application Support Specialist, City of Peterborough
Recently, the City of Peterborough’s Public Works Department and Peterborough Utilities Group (PUG) partnered together to use FileNexus® to create a more efficient way to manage, and make accessible, these important MSDS records – which are now automatically uploaded and stored by unique indexes. The documents can be shared by division, are fully auditable, and the expiry dates tracked to ensure timely action. Valuable employee time is saved, confusion is minimized and, most importantly, the City can meet legislative requirements while keeping their employees safe.
Another new project involves electronically archiving employee paystubs and T4 slips and then making them instantly available to staff using the FileNexus® Portal Out of a Box (a ready to go portal that can be renamed depending on the task). Printing and manual distribution of these files has been eliminated, as has staff time locating old records for employees. What’s more, the City is saving up to $9,000 annually in printing and distribution costs for pay stubs alone.
“We feel really good about using FileNexus and we’re very happy to expand it into a corporate wide system.”– Richard Freymond, Manager of Financial Services, City of Peterborough
The City of Peterborough recently also went live with their updated Records Management project – involving a roll-out of FileNexus® for the archival and retrieval of other key records such as Council Reports, Council Minutes, By-Laws, and other related documents. The FileNexus® Quick Search Web Feature makes it easy for staff to do their work efficiently: saving more time and money for the City.
Ongoing and Future Projects
Peterborough will be archiving and managing other documents, such as employee letters, performance reviews, and training manuals with FileNexus® – making them available through the Web Portal. Still more plans are in the works to use FileNexus® for external tax forms.
For more information about The City of Peterborough click here.
The FileNexus® Enterprise Document Management System gives organizations, both large and small, the ability to capture virtually any type of document from any source (i.e. paper records such as maps, drawings, manuals, electronic files such as host generated reports, client statement streams, IVR recordings, etc.), index and compress them for secure archival and future recall—providing a single cohesive repository for all document management, workflow, archival and business continuity needs. Simple to use and learn, FileNexus® is designed to take advantage of existing infrastructure, minimizing project costs and reducing both IT and user training requirements.