Council Digital Media Management

Manningham Council Digital Media Management Case Study

The FYB Media Hub provides users with an intuitive, online interface enabling them to easily upload, manage and share your organisation’s media items such as photographs, illustrations, audio and video stored within Micro Focus’ Content Manager.

ABOUT THE COUNCIL

Manningham is located just 12 kms east of the Melbourne central business district. It is defined by the Yarra River to the north and west, and Koonung Creek to the south. Manningham is a city of contrast, with urban areas in the west and central part of the municipality and rural properties and hobby farms in the east.

CHALLENGES

Decentralized and uncontrolled storage of digital media records on network drives, external/portable hard drives and cameras/mobile devices
Poor and inconsistent naming of digital media made search and retrieval of evidentiary images difficult
Inability to utilize GPS coordinates captured by cameras and devices, without an integrated user-friendly interface

BENEFITS

Using the FYB Media Hub has:

Provided an easy method to migrate bulk digital media files to Content Manager from network drives, while also disposing of media files that have exceeded retention and disposal authority retention periods.
Enabled timely capture of digital media records, with ability to upload from mobile devices at the time of creation, or soon after.
Improved ability to find records as required for day to day operations and to meet regulatory requirements.
Improved access and usability of images which can be repurposed. For example, images from the construction of new infrastructure are now more accessible to the teams that need to maintain that infrastructure.

IMPLEMENTATION

There were more than 1.5 million media files on network drives at the beginning of the Records Management Transformation project. The project aimed to assess all content on network drives, migrate records required for ongoing retention to Content Manager, and dispose of the remaining content no longer required for business purposes.

In demonstrations of digital media management product options to our user group, FYB’s Media Hub was the most widely accepted by the group in its ability to meet their business and functional requirements.

“FYB was responsive and flexible in the planning, testing and deployment of Media Hub, and open to enhancement requests identified during the implementation phase, or going forward with a regular program of releases. This will ensure the solution continues to meet our business requirements”

Rebecca Burns, Information Management Coordinator, Manningham Council