Client story Insight delivers a groundbreaking records management project for WA Government’s Department of Biodiversity, Conservation and Attractions

Facts at a glance

Client industry:

Public sector

Challenge: 

As a government agency, the Department of Biodiversity, Conservation and Attractions (DBCA) is subject to the State Records Act 2000, which sets out information and records management requirements to ensure good governance and integrity.

The high cost of DBCA’s incumbent electronic document and record management system (EDRMS) was not cost effective and meant that not all DBCA employees had licences to access the system for record-keeping. 

Solution:

• DBCA decided to leverage its existing Microsoft E5 licensing, which covers 2,200 of its users, by building a new digital records management system based on the Microsoft SharePoint collaboration platform.
• The department called the system Kaartdijin Mia, a term derived from the Noongar language, meaning ‘Knowledge Home’. After undertaking some initial work itself, DBCA engaged Insight across the two-phase project.

Results:

DBCA went live with Kaartdijin Mia to the 300-strong user base of its previous records management system in May 2023 and is deploying the solution to an additional 2,000 users across the department over the next six to twelve months. Kaartdijin Mia is expected to provide DBCA with significant savings by moving from a traditional standalone records management system into a SharePoint system which leverages existing Microsoft licenses.

The department is the first Western Australian Government agency to use SharePoint for end-to-end records management. It was also the first to demonstrate to the government’s State Records Office that the new system met compliance and standards requirements.

Area of expertise

Modern work

The Department of Biodiversity, Conservation and Attractions (DBCA) brings together the Parks and Wildlife Service, Botanic Gardens and Parks Authority, Rottnest Island Authority and Zoological Parks Authority to protect and conserve Western Australia's environment, biodiversity, cultural and natural values.  DBCA is subject to Western Australia’s State Records Act 2000 which sets out information and records management requirements to ensure good governance and integrity.

However, the high cost of DBCA’s incumbent electronic document and record management system (EDRMS) was not cost effective and meant that not all DBCA employees had licences to access the system for record-keeping.  The department decided to leverage its existing Microsoft E5 licensing, which covers 2,200 of its users, by building a new digital records management system based on the Microsoft SharePoint collaboration platform.

The department called the system Kaartdijin Mia, a term derived from the Noongar language, meaning ‘Knowledge Home’. After undertaking some initial work itself, DBCA engaged Insight across the two-phase project. 

“The project was multi-dimensional, requiring extensive, innovative and advanced technical stakeholder management skills across two phases to meet DBCA’s requirements. Our approach ensured this business-critical records management project was a resounding success.” – Daniel Sims, Principal Consultant, Insight

With a solution that reaches the vast majority of users across DBCA, the department can now ensure all staff can keep records in accordance with the State Records Act. Furthermore, it allows users to easily move the content from collaborative SharePoint sites into Kaartdijin Mia.

“Insight’s technical skillset has been great and the organisation has kept us on track with spending, including managing time and helping us figure out the most cost-effective way to get things done. We can also see that they’ve really wanted us to succeed” – Fiona Westenhaver, Manager, Information and Records, DBCA