Situation

The Australian Digital Health Agency (ADHA), responsible for managing the national My Health Record system worth $2 billion AUD, required an advanced records management solution. iCognition responded to an open tender to provide a solution that could secure ADHA’s document and records management needs.

Task

iCognition’s role was to oversee the design, implementation, and delivery of iCognition’s Electronic Document and Records Management-as-a-Service (EDRMS) solution, Ingress (renamed by ADHA as the ADHA Records Management System, or ARMS). The project scope included implementing a greenfield EDRMS with OpenText Content Manager and Ingress Workspace, as well as user training and change management to support adoption.

Action

We began by delivering the greenfield EDRMS setup within the iCognition cloud, which is ISO27001:2022 certified and Australian Government IRAP assessed to the level of PROTECTED. We designed, configured, and implemented the EDRMS, and then trained ADHA users and facilitating change management to ensure smooth onboarding. Following this, we executed a content migration from Network Drives to the new system, configured Ingress Workflow, and utilised the Ingress Bot Power Automate solution for efficient user profile handling. Regular upgrades are also part of the service, we undertook a recent upgrade of OpenText Content Manager from version 10.1 to 23.4. This also prepared the system for future integrations with MS Teams and SharePoint, which is the next planned step.

Result

iCognition successfully delivered a robust and scalable records management solution that met ADHA’s needs for security, compliance, and integration capability. The solution is delivered as-a-service to meet strict SLAs and ensure high availability and DR resilience. The solution not only achieved the initial project goals but also established a foundation for continuous improvement with scheduled updates, ensuring ADHA remains on a supported platform with the latest security features.