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Enterprise App StoreHow City of Canada Bay improved transparency and trust in records
For the City of Canada Bay, effective document management is essential for delivering services to its growing community. Before implementing TechnologyOne’s Enterprise Content Management (ECM) solution, the council faced challenges with duplicated files, inconsistent naming conventions and manual processes that created inefficiencies and limited transparency.
Thanks to TechnologyOne, the City of Canada Bay has moved to a centralised, user-friendly approach to records management, ensuring staff can quickly find and trust the information they need while meeting compliance obligations with confidence.
Customer story highlights
- Reduced duplication and improved transparency across key processes, including procurement and development applications.
- Embedded record-keeping and compliance into daily workflows without burdening staff.
- Enabled Records teams to shift from manual processing to quality control and staff training.
- Staff now confidently use Enterprise Content Management as their first point of reference for information retrieval.
- Established Enterprise Content Management as the system of record for the council.
About City of Canada Bay
The City of Canada Bay is a vibrant local government area in Sydney’s inner west, encompassing suburbs such as Concord, Rhodes, Five Dock and Drummoyne. Home to more than 90,000 residents, the council delivers a wide range of services, including waste management, planning and development, infrastructure maintenance and community initiatives.
With approximately 500 employees, the City of Canada Bay is dedicated to leveraging technology to enhance efficiency and trust in its services.
The challenge: duplication, disconnection and lack of trust
Before implementing ECM SharePoint Connect, the City of Canada Bay faced challenges that many councils can relate to.
“We had a heavy reliance on network drives, which led to poor version control, compliance risks and made it hard for staff to find what they needed,” David Edwards, Information & Data Governance Manager at City of Canada Bay told TechnologyOne.
Manual processes added to the burden, with teams spending unnecessary time finding or retrieving documents. Records staff also needed to manually transfer files into the ECM system to meet compliance obligations.
The lack of a consistent approach made it difficult to enforce retention and disposal policies, increasing the risk of non-compliance with the NSW State Records Act, which requires councils to properly create, manage, store and dispose of records to ensure accountability and transparency.
With an expanding digital footprint and increasing governance expectations, the council recognised it needed a modern, scalable approach to manage its information more effectively.
The solution: standardised, compliant and user-led recordkeeping
The City of Canada Bay introduced TechnologyOne’s ECM SharePoint Connect to replace fragmented document practices with a modern, automated approach. The goal was to embed compliant recordkeeping into daily workflows without adding complexity for staff.
Rolling out first in Procurement and Planning, the council introduced standard naming conventions and automated workflows, reducing manual effort and providing staff with a consistent approach to managing records.
Crucially, the integration allowed staff to continue using familiar tools, while ECM SharePoint Connect handled the seamless capture and retention of documents.
Targeted training and workshops supported staff adoption, helping build confidence in ECM as a reliable system of record. With support from TechnologyOne, the council transitioned to a scalable, compliant solution that is embedded in its daily workflows.
The results: confident users, trusted data, and empowered records teams
Since adopting ECM SharePoint Connect, the City of Canada Bay has seen measurable improvements in how records are managed, accessed and trusted across the organisation.
“Moving away from network drives and implementing ECM SharePoint Connect has been transformative for the City of Canada Bay,” said John Mantzios, City of Canada Bay’s Chief Digital & Information Officer.
“It has strengthened our compliance with the NSW State Records Act, improved security, and enabled staff to efficiently store, find and manage documents within SharePoint and Teams while maintaining governance.
“Change management was a challenge, but with targeted training and support from TechnologyOne, staff are now embracing the system, and we’re seeing real gains in efficiency, compliance and confidence across the organisation.”
John Mantzios, City of Canada Bay’s Chief Digital & Information Officer. Image supplied.
Looking ahead: A stronger foundation for process automation
With ECM SharePoint Connect now fully integrated, the City of Canada Bay is positioned to continue its digital transformation with a strong foundation for information governance.
Staff are actively using ECM as their primary source for record retrieval, and the council is focused on expanding ECM's use across additional departments, thereby further embedding consistency and accountability into its operations.
By establishing ECM as its system of record, the City of Canada Bay is better equipped to meet future governance requirements, enable secure remote work, and continue delivering efficient, transparent services to its growing community.
Explore Enterprise Content Management with TechnologyOne
The City of Canada Bay’s experience proves how councils can improve compliance, enhance transparency and reduce manual effort with a modern approach to records management.
TechnologyOne’s Enterprise Content Management product integrates seamlessly with the tools your teams already use, automating document capture and ensuring your organisation meets governance and compliance requirements without slowing down your people.
If you're ready to end manual records handling and future-proof your information governance, book a demo today and see how Enterprise Content Management can transform your organisation.
Frequently asked questions (FAQs): Enterprise Content Management
Learn more about our products and solutions by reading some of our FAQs below.
OneCouncil is TechnologyOne’s integrated enterprise software solution designed specifically for local governments. It streamlines finance, HR, payroll, asset management, and regulatory functions into a single SaaS system, providing a seamless experience across all council operations.
Enterprise Content Management (ECM) is a TechnologyOne product for securely storing, managing, and retrieving documents and records across an organisation.
TechnologyOne Enterprise Content Management includes features such as document capture, workflow automation, audit trails, advanced search, version control, permissions management, and native integration with ERP modules.
See the full list of Enterprise Content Management features here..
SaaS+ is TechnologyOne’s all-inclusive offering, specifically tailored for the industries we serve. With SaaS+, implementation, support, and upgrade costs are included, with TechnologyOne taking full ownership of the outcome of the solution experience, not just the software.
For more details, visit the SaaS+ information page .
ERP (Enterprise Resource Planning) software is a system that integrates and manages core business processes such as finance, human resources, supply chain, and customer relationship management into a single platform.
Enterprise Content Management (ECM) is a TechnologyOne product for securely storing, managing, and retrieving documents and records across an organisation.
Effective content management reduces reliance on paper, enhances data security, supports compliance and improves access to critical information for staff and customers.
Enterprise Content Management is suitable for any industry managing large volumes of records and documents, particularly local councils, government departments and education providers.
Enterprise Content Management helps organisations move away from paper-based processes by digitising records, automating workflows and making content easily accessible from any device, supporting a more agile and responsive organisation.
Enterprise Content Management can manage a wide range of content including policies, contracts, forms, correspondence, invoices, planning documents and customer submissions.
Enterprise Content Management ensures compliance through secure access controls, retention rules, version histories, and complete audit trails, helping meet regulatory and internal governance standards.
Yes. Enterprise Content Management can be fully integrated with TechnologyOne’s suite of products including Financials, HRP, Property & Rating and Student Management, providing content in context wherever it’s needed.
Yes, Enterprise Content Management is suitable for remote and hybrid work. Enterprise Content Management is a SaaS product and accessible on any device, making it easy for staff to search, share and collaborate on documents from any location.