Cefas EDRM

Improving Information Management at Cefas

The Centre for Environment, Fisheries and Aquaculture Science (Cefas) is a research body responsible for advising the UK government and other customers on key issues relating to fish stocks and the aquatic environment around the UK.

Challenge

The provision of scientific advice, including data collection, data processing and analysis, results in a requirement to store a huge array of data and records. A proportion of these records will be sent to the National Archive for long-term storage.

With no existing document management system Cefas staff were finding it increasingly difficult to access the information required — often needing to source information from a number of paper based systems — as well as conform to the strict guidelines associated with running a government agency.

Solution

LSC Group is assisting Cefas to trial an Electronic Document & Records Management System (EDRMS), as a means of improving the management of information across Cefas.

The system will provide Cefas with a shared data environment through which users can access records and documentation related to all activities. The system can be used to assign security and access roles to ensure that the right information can be accessed by the right people at the right time.

Benefits

The EDRMS has been designed to significantly improve the management and flow of information across the organisation.

The anticipated benefits of this system include:

Providing a central repository to store all records
Improving document configuration control — removing the presence of multiple copies
Improving the lifecycle management of documents - legal compliance
Improving the consistency and reliability of information
Improved knowledge sharing across the organisation
Reducing the time taken for staff to retrieve relevant information

Currently in pilot phase, the system is expected to provide a platform upon which Cefas can promote better information management and collaboration.