a.k.a.® is proven in business and government with over 300 organizations using a.k.a.® to build taxonomies and retention schedules.

"a.k.a.® slashes the time taken to develop whole-of-government taxonomies and retention schedules"

When the ACT Territory Records Office was tasked with developing a whole-of-government classification scheme and retention schedule, they realized that, without suitable tools, the process was going to take several years. However by using a.k.a.® as their primary development tool, the TRO team managed to complete the task in less than 2 years ? with significant savings in both time and money.

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a.k.a.® was also used by Shared Service agencies in Queensland and West Australia to develop and publish their whole-of-government classsification schemes. A whole-of- governemnt licence for a.k.a.® has also enabled 60 agencies to build and deploy their classification schemes.

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The National Archives of Australia used a.k.a.® to develop the AGIFT thesaurus. Using HTML templates designed by Synercon, an online version of AGIFT has now been published to the web.

View the AGIFT Thesaurus online

"a.k.a.® makes recordkeeping tools visible"

To understand and use taxonomies, you need to be able to share them. It's common practice for a.k.a.® clients to publish their recordkeeping tools to the corporate intranet for their employees to search and navigate.

The University of Melbourne's Enterprise Classification Scheme (ECS) records and standardises common language terms to be used for the description of business functions and activities performed by the university in order to provide a controlled vocabulary for records titling. Using a.k.a.® the Enterprise Classification Scheme is published as an online database. a.k.a.® also published the classification scheme as a set of folders that can be installed onto a shared drive or as a set of folders that can be installed in an Outlook inbox.

View the ECS online

"a.k.a.® streamlines the approval of retention schedules"

In many jurisdictions, records can only be destroyed in accordance with a government approved retention schedule. For the regulators, however, the process for approving schedules is time consuming and turnaround times can run into several months. a.k.a.® has enabled some regulators to significantly reduce turnaround times.

The Archives Office of Tasmania accepts retention schedules in the form of an a.k.a.® database. Edits and comments are written directly into the a.k.a.® database and returned to the agency for revision.

Many other jurisdictions have commissioned specific templates built into a.k.a.® enabling agencies to output their data from a.k.a.® in approved formats.

"a.k.a.® cleans up legacy classification schemes"

For many organizations, cleaning up legacy systems is a major undertaking. And when they update their ECM systems they usually want to tidy up their classification schemes and retention schedules before bringing them into the new system. What was previously a time consuming process has been transformed using a.k.a.®?s sophisticated import and export tools. a.k.a.®?s data import and export tools make it easy to import legacy databases and clean them up before exporting into the pristine new system.

When the Sydney Olympic Parks Authority was formed, their first task was to bring together records from the six (6) agencies responsible for running the Sydney 2000 Olympics. Using a.k.a.® they created a common classification scheme and thesaurus linking chosen preferred terms to the legacy terms used by the former agencies. Spell checking and data integrity tools within a.k.a.® also made the cleanup task much easier.

And when a new energy corporation was formed through the merger of nine smaller utilities, electronic documents were found scattered across 20 servers, and numerous PCs. Using a.k.a.®, a new taxonomy was developed, together with a thesaurus that linked preferred terms to non preferred and related terms. Using a.k.a.®, the records manager exported the file plan to the network drives of the 20 servers and published the thesaurus to the intranet. With these tools, the records management team took to the road, visiting each office to train staff on the new file plan. Over the next year documents on the hard drives reduced by over 75% as sharing lead to the elimination of multiple copies.