Government of New Brunswick
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Case study
Government of New
Brunswick
Industry
Public Sector
Our solution partners
Customer at a glance
Software
• HPE Records Manager 8 (formerly
known as HPE TRIM)
© Copyright 2014-2015 Hewlett Packard Enterprise Development LP. The information contained herein is subject to change without
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4AA5-2964ENW, November 2015, Rev. 1
Benefit
Instant access to vital information
By reducing the time to access information
from anything up to four days to just
a few seconds, HPE Records Manager
has significantly improved productivity.
“Knowledge workers don’t have to wait while
a records worker retrieves the folder they
need. And they don’t have to search through
the four or five years of records to find the
batch they need. Now, it’s instant and on their
desktops,” articulates Burns.
HPE Records Manager classification
capability has also helped make finding
information simpler and quicker. Previously
the department was not able to file an
application with the applicant’s file. Each
time they needed to access a record they
had to manually sift through four or five
years of records, or even call for retrieval
from o-site storage, to find the batch they
wanted. Burns adds: “Now, it’s instant. On the
application system there’s a button that says
‘view documents’ where you can view all the
documents for that particular transaction.”
Processing time streamlined
The Department of Finance has streamlined
the processing time with a documented
approach. Burns adds: “Employees no longer
have to create folders and vouchers or do any
manual indexing because everything is done
through HPE Records Manager.”
Burns estimates the record processing around
the new property tax system will be reduced
significantly, possibly halved. Documentation
will be sent directly to HPE Records Manager,
eliminating the need for microfilm processing
and microfiche jacket preparation and
insertion. The only other additional costs for
this project are hardware. As the demand for
scanning increases, the purchase of heavy
duty scanners was necessary.
Now the department relies totally on the
digitized records, allowing it to reduce the
amount of time physical records need to
be stored from seven years – or even 20
years for some programs – to 90 days. The
Department of Finance believes that HPE
Records Manager will yield considerable
savings because it will use less physical files
and need to store fewer physical documents.
Burns reveals: “We used to send a lot to
o-site storage, which we don’t have to do
now, and we’re no longer buying expensive
expanding folders at approximately five
dollars per folder. With an estimated 400
folders purchased for rebates, the cost
savings in supplies alone is approximately
$2,000 CAD. There are savings everywhere.”
Improved job satisfaction
In the records management oice the records
management sta are extremely satisfied
with the new processes put in place. Physical
records are systematically destroyed 90 days
after scanning takes place. Judy Hay, records
oicer, Revenue and Taxation Division of the
Department of Finance states: “Is scanning
better than filing? It’s 100 percent better.
This new process established for the rebates
system is simple to operate and makes quality
control easy to perform.”
The solution has had a significant impact on
the team in the Department of Finance in
many other ways. They are now able to search
documents using keywords, add additional
information to applications, manage who
is able to view and who is able to update
information, scan historical applications and
view them through the Rebate application,
and much more.
“What we have is very, very good and it works
well. We can take what we have learned
and apply it to further opportunities to
integrate HPE Records Manager with other
line of business applications to manage our
information resources,” concludes Burns
Learn more at
hpe.com/bigdata