Council's records management project wins national award

Hamilton City Council has taken the top prize in the Association of Local Government
Information Management’s ‘Project of the Year’ Award.

The announcement was made at the Association of Local Government Information
Management (ALGIM) Records Management Symposium in Wellington on Monday
[25 July], with the award celebrating innovative records management and archiving
within local government.

Hamilton City Council received the award for the recent rollout of its new internal
records management system, which has seen staff transition from working on a number
of electronic shared drives, to utilising one centralised TRIM application for electronic
records throughout the entire organisation. Benefits of the new system include more
efficient collaboration, version control and finalising of documents, easy access to
records across the organisation, and streamlining of information.

Hamilton City Council was praised for the project team’s efforts during the process of
discovery, adoption and change when moving from shared drives to TRIM, and for the
inclusion of change management as a critical tool in the project’s implementation and
adoption plan.

Hamilton City Council Deputy CEO Blair Bowcott described the award as “fantastic
news” and “a credit to all involved”.

“It is great for Hamilton City Council to be recognised by its peers for the work we are
doing to improve our internal records management processes. The new system not only
benefits our organisation and staff, but also helps us to provide more efficient and
effective service to our customers,” he said.

The other finalist in the ALGIM Project of the Year category was Auckland Council,
which was recognised for its management of the transition of records, mail and courier
systems during the amalgamation of the eight legacy councils.