Radical success Records365 uses advanced machine learning techniques to classify electronic documents, reducing the risk of human error, while increasing the volume, accuracy and consistency of records classification. After an initial training period, accuracy of 80 per cent plus is being achieved at the AHRC with further improvements anticipated over time. The simple user interface has driven high user uptake and incorporates browsing and search capability helping to deliver a 5 per cent productivity boost. The Commission also expects to be able to significantly cut the cost of physical document storage – which had been costing $17,000 a year. RecordPoint worked closely with the AHRC, using project methodology that adhered to the National Australian Archives’ (NAA) recommended approach to implementing an EDRMS and following an in-depth assessment of the AHRC’s requirements. A comprehensive program of work and change management plan was developed to ensure its success with the solution delivered cost effectively – a more traditional EDRMS without AI could have cost three to four times as much. According to Anthony Woodward, Chief Technology Officer, RecordPoint; “The successes seen with the Commission’s project RADICAL demonstrates to other government agencies that AI/Machine learning is a viable, affordable option for automating records management in the public sector. This is significant, as historically the high costs of implementing AI-based systems has been beyond the reach of most government agencies.” The success at AHRC has already attracted the attention of other agencies, says McLay. “It's so futuristic from the federal government's point of view that there's been many agencies that have come to see demonstrations of the environment we've set up in SharePoint Online, and Records365. We have probably run demos for maybe two dozen or even more agencies now.” Although the AHRC has about a million documents to manage – compared to other agencies that is quite modest. McLay says he knows of peers who are tasked to save 13,000 documents each week. He believes that other agencies struggling with flat file structures and manual management, and grappling with versioning and duplicates could benefit from a similar approach. “As we're moving everything into RADICAL, it's much better organised. We're eliminating all the duplicates. We've introduced versioning to our staff now, so staff are spending a lot less time looking for documents or wondering about where they should save them. “What we've done with our iteration of SharePoint alone is we've set the environment up so there's no mandatory metadata. It's all captured through the way we've set SharePoint up. We've avoided any third-party add-ons.” “We've avoided any customisations, and we've been very disciplined. We've kept it as simple as possible so that the user experience is crisp and clean and easy.”

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