Melbourne 2006 Commonwealth Games - Solution

Overview

TOWER Software is the Official Electronic Document and Records Management Solution Provider for the Melbourne 2006 Commonwealth Games.

The TRIM Context® suite will effectively manage information within the Melbourne 2006 Commonwealth Games Corporation.

TOWER Software was selected in June 2004, to work alongside the Melbourne 2006 Administration, Finance and Technology teams to provide a comprehensive document records and information system. TRIM Context will be used by most staff to assist in the smooth running of the massive event. It also provides workflow services to ensure that Sponsors' activities are managed to optimise the value of their investment.

The Melbourne 2006 Commonwealth Games will be the largest event ever staged in Victoria. More than 4,500 athletes from 71 nations will compete in 16 sports and 24 disciplines from 15-26 March 2006.

The nature of an event like Melbourne 2006 means a large range of documents are constantly in use - many are simple Microsoft Office files but others are books, images, films or even multimedia presentations. All must be catalogued, made available to stakeholders and eventually archived.

TRIM Context was selected to give Melbourne 2006 the infrastructure it needed to manage this unique situation quickly. A few weeks' testing and configuration preceded a rollout that commenced in October 2004 and saw Melbourne 2006 migrate all records on network drives into TRIM Context over a weekend.

As a result, Melbourne 2006 staff now use TOWER Software's TRIM Desktop to access all files and any new files are automatically saved into TRIM, courtesy of its integration with Microsoft Office. Emails are also captured and managed by TRIM as staff are encouraged to keep things in electronic format and avoid printouts as much as possible.

TRIM makes Sponsor Management Easier

One of the key roles for TOWER Software is assisting Melbourne 2006 to manage Sponsors' marketing activities, an area in which TRIM Context has enabled the creation of business processes designed to ensure Sponsors receive the best possible customer service.

All marketing endorsement correspondence between Melbourne 2006 and Sponsors is captured in TRIM. Sponsors are able to upload concepts and artwork they wish to produce in order to leverage their Sponsorship. TRIM then ensures this material is immediately delivered to appropriate Melbourne 2006 staff for review, and endorsement, and then returned to Sponsors quickly so they derive maximum benefit from their investment.

This workflow facility and the document management systems were all developed and deployed within three months - a task that is usually rolled out over months or years in an organisation with a normal lifecycle.

Looking forward, the TRIM software will also help to wrap up the Games, with the decommissioning of all electronic records to hard copy format and sent to stakeholders flagged as one of the most important tasks. This would have been impossible under the old system.

Whether tasked with requirements as unconventional as planning for an organisation's own demise, to rapidly responding with proactive business processes for stakeholders, TOWER Software has been integral in the effective management of information for the Melbourne 2006 Commonwealth Games Corporation.

Perhaps just as importantly, it has given Melbourne 2006 the confidence to handle whatever electronic document and records management challenges they may face.