The Public Trustee of Queensland has selected HP TRIM software to provide electronic records management for some 500 end-users.
Just under $500,000 will be spent on TRIM software with an implementation partner yet to be appointed.
Earlier this year HP, Objective and Open Text were selected to provide eDRMS software to Queensland under a whole-of-government procurement arrangement.
Public Trustee CIO Geoff Rayner said TRIM was selected because it is already used in a number of other government agencies and was less expensive than Objective or Open Text.
"There are a number of good TRIM implementations and we are looking to do a pilot before the end of the year," Rayner said.
The department manages some 600,000 wills and its existing system is manual and paper-based.
The contract between the Trustee and HP is the first to be signed under the terms of a whole of government electronic Document Records Management Systems (eDRMS) tender.
Public Trustee records manager Susan Coleman said adopting TRIM will mean a significant reduction in duplication "which is an issue".
"The search functionality in TRIM is powerful so people will be able to find things easily," Coleman said, adding there is a large TRIM user group in Queensland.
The pilot stage should take 12 weeks and then a staged roll out will be done for the rest of the business. The project is slated for completion by June 30, 2010.
"TRIM will help manage off-site storage records so the archives will be able to be managed more efficiently," Coleman said. "This is now done manually and involves a lot of traveling time."
With TRIM everything will be pulled into a central database.
HP TRIM software aims to deliver a number of benefits to the Public Trust office, including information sharing, basic workflow processes, enhanced security controls and reduction of information duplication.
The Public Trustee will use a number of products from the TRIM portfolio to support compliance with the Public Records Act 2002 and the Information Standard 40 (IS40).
The department is one the largest of its type in Australia with more than 15 regional offices throughout Queensland.
In addition to the main HP TRIM application, modules include TRIM Workflow, to allow the application of simple workflows, routing draft documents between defined users; TRIM Space Management for management of the Trustee's off-site storage facility; TRIM Rendering so users can create new renditions for selected records and control records for permanent archiving.
The HP TRIM Meeting Manager module will also be used to support the preparation and distribution of meeting agenda. This module records minutes, decisions and tasks during meetings which can be integrated into business process workflow.