Western Australia’s Common Use Agreement (CUA) 8005 for Electronic Document Management Systems (eDMS) has now expired and a spokesperson for the WA Department of Finance confirmed that the panel will not be renewed or replaced.
The CUA, which expired on 28 September 2012, was used by the State’s agencies for the procurement of records, document, drawings, workflow or process, and web content management services and related functions such as archiving, indexation and security. Appointed vendors under the agreement were Alphawest Services, Objective and HP Software.
The Department of Finance said that there is no longer a need to continue the coordinated procurement program in this area, which means that all records management vendors will now have unfettered access to the WA Government market.
“The need to establish an eDMS is no longer as relevant given that most if not all agencies have some form of eDMS suitable to meet their requirements and obligations under the [State Records] Act,” the spokesperson said.
A one year extension to the panel was applied in September 2011, but for this final 12 months the scope of the CUA was limited to the provision of additional licences, maintenance and support for existing Electronic Document Management Systems, and did not facilitate the purchase of new systems.
“As such it was a twelve month extension option to allow agencies to enter into individual customer contracts for license renewal, support and maintenance,” the spokesperson said.
“The aggregated purchase under the CUA of new agency arrangements has now been completed and those individual agency contracts will extend beyond the expiry of the CUA 8005 agreement.”
Despite the forecast downturn in demand, however, the Office of the Environmental Protection Authority in Western Australia approached the market for the supply of licences, maintenance and support for its Electronic Document and Records Management System soon after the expiration of the CUA 8005.
Established in 2009, the relatively new agency has been using interim eDMS licences to this point, which it now wishes to review. It has invited tenders for the provision of 120 licences and up to five years of ongoing support and maintenance, which was described as a “very small procurement” by a spokesperson for the WA Department of Finance.
Across on the east coast, the Federal Government’s Digital Transition Policy continues to drive demand for document management solutions, as it aims to create a system of digital recordkeeping across the Australian government, with agencies expected to meet minimum information and records management requirements by 2013.
National Archives Australia is leading the implementation of the policy, and has received indications that 80 per cent of government agencies will have a fully or substantially digitised recordkeeping system by 2015. The remaining agencies have not provided a timeframe for their transition to a digital system, but are also planning to adopt eDMS or other similar solutions.