Government Research Sector
Customer Success Story

One of Australia’s largest government research organisations dedicated to the pursuit of solving the greatest challenges through innovative science and technology, partnered with ZircoDATA as a records management team that pride ourselves on innovation.

As a federal government agency, our innovative client had very specific requirements for the management of their records. Before disposing of any record, each file must be reviewed and sentenced against the relevant Records Disposal Authority (RDA) to determine when a record may be legally disposed of, or if it needs to be permanently retained. ZircoDATA were approached with the problem of reviewing a large volume of records; the agency had neither the resources or space internally to deal with this problem.

ZircoDATA provided a combined sentencing and digitisation solution which incorporated review and appraisal of 61,000 files – over 2.5 linear kilometers of records! ZircoDATA mobilised a project team, trained in interpreting our clients Disposal Authority, and established a workflow which provided a consistent high-quality sentencing service. As each record was reviewed and appraised, files for destruction were out-sorted, and critical contract records were identified for digitisation. Expired records were subsequently disposed of by secure shredding, and contract records digitised and then uploaded to the clients EDRMS.

As a result of the sentencing project, approximately 95% of records were authorised for destruction, and key contract documents were identified, and digitised. This resulted in a significant saving on storage costs, and also enabled critical contract records to be uploaded to the clients EDRMS. Selective digitisation was significantly less costly than a 100% back-scan, and enables instant access to important records.