Insights

Five Real Results from Implementing a New Heritage Management System

Sep 30, 2016

The management of a country or region’s historical places can be very complex and require a mass of daily administration tasks and processes. Heritage administrators are often bogged down with paper work that leaves them little time to focus on the other important tasks. This issue is compounded when staff are dealing with old legacy systems that require inside know how and elaborate processes that often involve switching between different systems and file locations.

Queensland’s Department of Environment & Heritage Protection (EHP) recognised this as a key issues facing their heritage administrators. This and several other drivers led EHP to look for a solution that could ensure a single point of truth for all of their heritage building records while decreasing the burden of daily admin tasks for their staff.

FINNZ came to the table and developed an all-in-one Heritage database and register system for EHP. This web based system named the ‘Living Heritage Information System’ (LHIS) comprises of a state heritage database and register coupled with a digital asset management solution. A key feature of this new system is that all of the states heritage records can now be stored and easily accessed from the one location. The system also facilitates the generation of reports and supports application processes and recommendations. Furthermore its super smart search functionality allows users to easily find heritage sites of interest.

Since implementing the new system EHP have experienced several areas of positive change within their day-to-day operations. For example:

  1. Mobile access from anywhere: The new system is designed to be accessed remotely on any device so staff can now access and update records when they are out in the field. This prevents staff from having to input information in to the system twice, preventing wasted time and effort.
  2. Manual tasks automated: Documentation that previously required manual creation, can now be generated automatically by the system. The introduction of these automated functions has freed up staff time for other tasks.  
  3. Training simplified: Previous to the implementation of LHIS, new staff had to learn how to use a multitude of different systems to acquire the skills required for their roles. LHIS was built to be an all-in-one system so now all information linking to a record can be accessed and managed through the one system easily and accurately. This has significantly reduced the efforts required to train any new staff joining the department.
  4. More efficient access to information: As part of a wider government Open Data Policy, the department are committed to ensuring all heritage information could be easily accessed by the general public. As a result, the department were able to comply with the initiative without sacrificing existing resources, such as staff time.
  5. Improved processes: Simplified processes for capturing, storing and managing digital assets such as photos, videos, audios and documents has removed cumbersome and time consuming tasks previously associated with file management.

For more information on the work we have done with Queensland’s Department of Environment & heritage Protection, download our case study.

Got any questions or just want to chat, get in touch. 

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