With more than 7,500 permanent staff and a $3 billion annual budget, Brisbane City Council is significantly larger than most local government organisations in Australia. It serves more than 1.2 million people and 128,000 business in the state’s capital.

The council has been a long time Records Manager (RM)/Content Manager (CM) site.

RM was implemented by Council as an on-premise electronic document and records management system (eDRMS) in July 2008 to comply with the record keeping requirements under the Public Records Act 2002 (Qld).

In 2018 a tender was issued to replace the on-premise configuration with a cloud platform for more than 6,500 CM users

The council has a cloud-first strategy and it was keen to migrate to Records Management as a Service (RMaaS). Council’s cloud-computing strategy and roadmap identified RM as one of 10 existing applications to transition directly to ICT as a Service by 2019

Citadel Systems won the tender with its Azure-based Citadel IX platform which also included a migration to CM Version 9.  

Stewart Hollingdrake, Director of Sales at The Citadel Group Limited, said, “The council is very keen to concentrate on servicing its ratepayers and move away from worrying about technology systems, software updates and integration. The platform Citadel is providing will ensure their records compliance for the foreseeable future with a Service Level Agreement that will give a clear indication how it is performing.

ISO 27001 certification was a fundamental requirement for the successful tenderer to ensure end to end information security. Council also sought improved functionality to enable employees to manage document and records more efficiently and effectively with SharePoint integration, Active Directory Synchronisation, Document review, GIS functionality and enhanced Web Client functionality.

The Easter 2019 long weekend provided an ideal opportunity for the data migration Having undertaken a number of test loads, over 37TB of data comprising 17 million records was successfully moved to the cloud with existing integration with other Line of Business (LOB) systems maintained.

Citadel’s team of cloud and information management specialists upgraded BCC’s existing application platform as part of the Citadel-IX implementation, delivering expert advice and support throughout the project. In addition to implementation services, Citadel will provide ongoing maintenance and support for both application and infrastructure, end-to-end disaster recovery services and zero data loss.

Citadel CEO Darren Stanley said ‘We are proud to be working with BCC to transform the way they manage their information. Citadel-IX is a leading product which provides security, scalability and flexibility for organisations of all sizes.’