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CONFIDENCE, BY DESIGN
The legacy eDOCS system was unreliable and inefficient, with frequent crashes and cumbersome processes that made information management frustrating for staff. Compliance with regulatory standards was largely manual, increasing the risk of errors and placing a heavy burden on teams. Collaboration was limited, as the old system prevented real-time co-authoring and forced departments to work in silos.
Migrating 3.3TB of legacy content presented a complex and costly hurdle, as maintaining access to historic records was essential but a full migration was not feasible. Additionally, the transition required robust change management to ensure staff were engaged, trained, and confident in adopting new ways of working. Balancing the need for rapid delivery with the goal of building long-term internal capability was crucial, as was maintaining strong governance and alignment with TRC’s digital strategy and legislative obligations throughout the project.
Smart Migration: Instead of migrating all legacy content, TRC archived eDOCS in read-only form. Only new content was made PRA-compliant, reducing cost and complexity while preserving access. A copy-checking solution prevented duplication, maintaining historic records efficiently.
Co-Creation Model: IL delivered 70% of workspaces and trained TRC staff to build the remaining 30%, ensuring long-term self-sufficiency and capability transfer.
iWorkplace Apps: Smart Metadata for automated tagging, Smart Case Files for compliant and secure case file management, and Smart Labels for automated retention and disposal.
Custom Search Hub: Enabled users to find documents using legacy IDs or new metadata, improving retrieval and reducing reliance on outdated codes.
Change & Adoption Framework: Included staff expos, train-the-trainer sessions, and a super user group formed five months pre-go-live.
Integration with IRIS: Delivered a single source of truth and future-proofed integration with IRIS Next Gen, supporting sustainable, transparent information management.
Real-time co-authoring has improved collaboration, while automated compliance through metadata and retention rules has reduced manual effort and risk. Staff are empowered through co-design and super user networks, and significant cost savings were achieved by archiving legacy content rather than migrating it in full. Ongoing improvement is supported by adoption metrics and regular training.
Strong collaboration and governance ensured the project aligned with TRC’s digital strategy, delivered within budget, and established a repeatable model for future digital initiatives.
This project highlights the value of partnership and clear vision, delivering immediate results and equipping Taranaki Regional Council for ongoing digital transformation and lasting community impact.