The New Zealand Ministry of Foreign Affairs and Trade (MFAT) is leaping into electronic records management, seeking a new platform to integrate with its SharePoint 2010 document management system.

A tender has been issued for an electronic records management solution to integrate into its Microsoft Windows and Office environment. The system will have to cater 1500 staff in New Zealand and overseas, including a far flung network of 53 overseas posts that employ around 620 local staff.

The electronic records solution must mesh with the Ministry’s knowledge management priorities to enhance collaboration and cooperation, and make it  easier to share and access tacit and explicit knowledge and information.

The IT environment is strictly Microsoft, with Windows Server and SQL Server as well as Windows XP, Office 2003 and SharePoint 2010 on the desktop.  There are currently projects underway to upgrade to Windows 7 and Office 2010 and an interim document management solution on a SharePoint 2010 platform.

The Ministry currently uses Hummingbird’s Document Management System and DOCS Open to provide document management facilities.  As part of its records management solution, the Ministry will be looking to  manage the digitisation of records and scanning incoming hardcopy information.