Department of Premier and Cabinet Tasmania centralises correspondence tracking in OpenText Content Manager

About the Department

The Department of Premier and Cabinet is the central agency of the Tasmanian Government. It provides services to Cabinet, Parliament, government agencies and the Tasmanian community.

The challenge

The Department did not have a centralised process for tracking correspondence in OpenText Content Manager.

Each division maintained its own spreadsheets to monitor correspondence and its status. This fragmented approach made it difficult to obtain a department-wide view of:

• Incoming, outgoing and internal correspondence

• The current status of individual items

• Outstanding actions and responsible staff

• Correspondence volumes and workloads

• Trends and potential process bottlenecks

Staff also relied on manual emails to notify colleagues when correspondence required action, creating a risk that responsibilities or due dates could be overlooked.

The Department needed a consistent way to track correspondence across its divisions while making better use of the information already held in Content Manager.

The solution

The Department's Records team introduced a new correspondence tracking process using FYB Reportilize.

Additional data fields were added to the Primary Document record type in Content Manager, based on the reporting requirements of individual divisions and the Department's Executive.

Saved searches were then configured using these fields and displayed through Reportilize dashboards. Each division received its own dashboard, with approximately 800 saved searches created across the solution.

The Department also configured automated alerts based on changes to the assigned staff member. These notifications helped move correspondence through the Department without relying on staff to manually send emails.

Reportilize was customised with the Department's branding to provide staff with a familiar and consistent experience.

The outcomes

The new approach provided the Department with:

Centralised correspondence tracking

Correspondence could be tracked through Content Manager rather than separate divisional spreadsheets.

Department-wide visibility

Dashboards provided a holistic view of correspondence moving into, out of and around the Department.

Clearer accountability

Staff could see the status of correspondence, who was responsible for it and what required further action.

Better workload insights

Divisions could monitor correspondence volumes and staff workloads while identifying trends and potential bottlenecks.

Automated notifications

Content Manager alerts notified staff when an assignee was added or changed, reducing reliance on manual email reminders.

Dashboards tailored to each division

Each division received dashboards and saved searches aligned with its operational and reporting requirements.

Positive staff adoption

The simple, visual approach made correspondence information easier for staff to access and navigate.

"Staff are saying they are loving it, so it's been a very positive initiative." ? Jane Norris, Records Manager, Department of Premier and Cabinet Tasmania

Correspondence dashboards for Content Manager

FYB Reportilize displays Content Manager saved searches through clear, configurable dashboards.

It helps government departments and other organisations monitor correspondence, actions, workloads and key performance indicators without maintaining separate reporting spreadsheets.