One type of inquiry at the town planning information counter is that customers

One type of inquiry at the town planning information

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One type of inquiry at the town planning information counter is that customers wish to know what the zoning and site information is on a specific property. This question is often raised by potential developers who want to develop a site for a business or by developers who want to establish a new township. The counter personnel then need to know whether the specific stand or stands are still zoned according to the original town planning scheme or whether an amendment scheme has been submitted and/or approved for deviation. They then need to determine the current specifications. Both the amendment scheme documentation and the promulgation are required for this purpose. The previous manual process required the counter personnel to leave the customer at the counter while they went to the registry file room where they had to trace the specific erf's file. Often the file would be misfiled or in use by another department, which meant that they had to walk around the building, trying to find the file. If they eventually did get hold of the file, they had to page through all the correspondence in the file to see if it contained relevant documentation. It could happen that the amendment scheme was found but not the promulgation. Without the promulgation they would not be able to provide a specific answer as to the legality of the application. After having left the customer unattended at the counter for all this time, they probably were not able to provide the customer with a definite answer and would therefore not be able to issue a zoning certificate as requested. Over and above the effect this state of affairs had on customers, it placed unnecessary stress on the counter personnel. This situation, together with the changes in demarcation, that now included Midrand into the City of Johannesburg, set the scene for major changes. The paper files were moved to Johannesburg, as the town planning function had now been centralized. For survival, the urgency of applying electronic technology was realized and planning started immediately. 5.3 Software solutionThe Midrand Administration was in the fortunate position to have purchased the Alchemy information management software, which was at that stage utilized by the engineering department to retrieve engineering drawings. After preliminary investigation, it was realized that the capturing of the plans had been outsourced and that no knowledge of the software existed in-house except for viewing and retrieval purposes. The Alchemy manuals and the Information Management Resource Web site () provided the necessary background to be able to evaluate the software as suitable for the purpose. Special attention was paid to the following criteria: Unstructured dataThe software was required to handle unstructured data, which were typically made up of many different types of files and formats, for example, paper, scanned images (TIFF files), Adobe Acrobat files (PDF files), ASCII files, text files and Microsoft Office documents. For
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  • Fall '16
  • Mr das
  • Document management system, Enterprise content management, Paperless Office

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