Shire of Dumbleyung WA

Council profile

The Shire of Dumbleyung: A community committed to growth

Located in Western Australia, the Shire of Dumbleyung is a close-knit rural community known for its rich agricultural heritage, strong governance, and commitment to economic transformation. 

Managed by a council of seven elected members, the Shire plays a crucial role in local service delivery, infrastructure development, and regulatory compliance.

At the heart of its mission is the Strategic Community Plan 2022-2032, which outlines a bold vision for growth: Transform the Dumbleyung Shire Economy to Deliver Jobs & Population Growth.

To achieve this, the Shire focuses on enhancing operational efficiency, improving local governance, and ensuring compliance with government regulations.

One key area requiring transformation was records management, a crucial part of keeping local government organised and efficient.

Regional and Demographic Snapshot​

• Location: 267 km southeast of Perth

• Land Area: 2,553 square kilometres

• Population: 681 residents

• Staff Members: 27 employees managing council operations

• Key Towns: Dumbleyung and Kukerin

• Cultural Significance: Traditional lands of the Wilmen people

Why records management matter for local governments

For any council, records are more than just files - they are the foundation of transparency, accountability, and compliance.

A well-structured records management system ensures that:

• Councils can retrieve important documents quickly when needed for audits, legal matters, or community requests.

• Critical government records are securely stored and maintained in compliance with state regulations.

• Public trust is upheld through clear and accessible recordkeeping.

However, many councils still struggle with outdated, manual processes, leaving them vulnerable to inefficiencies, data loss, and non-compliance risks.

Records management and regulatory compliance in Western Australia

In Western Australia, local governments operate under strict regulatory frameworks, with records management playing a central role in ensuring accountability and compliance.

The General Retention and Disposal Authority for Local Government Information (DA 2023-005) provides councils with structured guidelines on record classification, retention, and lawful disposal, ensuring records are preserved or securely discarded according to their legal and operational significance.

Under DA 2023-005, councils must:

• Maintain structured records that support transparency and accessibility.

• Follow mandated retention schedules, preserving records of historical and administrative value.

• Implement compliant disposal programs to eliminate outdated records lawfully.

As regulations evolve, councils need to move away from legacy technologies and manual recordkeeping, and adopt modern systems that make compliance easier and reduce legal and operational risks.

The challenge

Why change was necessary

The Shire of Dumblyung had previously been using an outdated, on-premise records management system that was becoming increasingly difficult to use, and no longer fit for purpose. While the system itself was compliant, the way records were structured and managed internally—including reliance on a complex shared folder system—posed many challenges.

Staff struggled to find information when they needed it, emails weren’t being properly captured, and the system lacked a structured way to dispose of outdated records.

As regulations around recordkeeping are stringent, the Shire needed a better solution to stay compliant and efficient.

Key challenges faced by the Shire​:

• An aging, on-premises records system: The system was slow, hard to manage, and expensive to maintain.

• Disorganised recordkeeping: With duplicate files and inconsistent folder structures, finding the right information was frustrating and time-consuming.

• No email management system: Important conversations were scattered across inboxes, making it difficult to track critical discussions and decisions.

• No structured way to dispose of old records: Without a proper disposal process, the Shire risked holding onto unnecessary records and falling out of compliance.

• Struggled to meet compliance requirements: The system combined with the Shire’s reliance on a shared folder structure—did not align with WA’s General Retention and Disposal Authority requirements, increasing the risk of non-compliance.

With compliance and efficiency at stake, the Shire needed a trusted project partner to guide them through digital transformation and to support compliance post-implementation.

The ideal solution would not only modernise records management but also ensure long-term compliance, improve accessibility, and enhance operational efficiency.

Solution

A purpose-built, cloud-based ERMS for local governments

The Shire of Dumbleyung selected CouncilFirst Records - a secure, compliant, and user-friendly electronic records management system designed specifically for local governments. 

The system provided everything the Shire needed to organise records efficiently, improve accessibility, and ensure full compliance with WA regulations.

The CouncilFirst team worked closely with the Shire to co-design user-based dashboards ensuring that staff could intuitively access records related to their responsibilities.

Key benefits included:

• Automated classification of records: Documents are sentenced instantly on introduction to the system, eliminating the manual application of sentencing rules.

• Better access to email records: Important information that was once buried in individual emails, is now easily saved in the records system, making it accessible to the organisation.

• Compliant disposal program: The system ensures records are disposed of properly, meeting WA’s DA 2023-005 requirements.

• Powerful search functionality: No more digging through folders as files can be found in seconds using advanced search features.

• Secure cloud storage: All records are stored in a safe, cloud-based system, reducing the risk of data loss.

How CouncilFirst delivered a smooth and efficient transition

Switching to a new system can be challenging, but CouncilFirst worked closely with the Shire of Dumbleyung to help deliver a seamless transition.

The rapid implementation process included:

• Remote-first deployment: The system was set up and launched without disrupting daily operations, with full collaboration between CouncilFirst and Shire’s project team.

• Custom dashboard design: The system wasn’t just installed, but was rather designed around how staff work. CouncilFirst customised the dashboards to ensure intuitive navigation and make it easy for employees to find the right information instantly.

• Effortless data migration: CouncilFirst used its proprietary migration engine to securely transfer records while preserving existing information structures, and data.

• Comprehensive staff training: Employees were fully trained to ensure a smooth adoption, so they could start using the system with confidence.

Results

Key outcomes achieved

The Shire of Dumbleyung saw immediate improvements after implementing CouncilFirst Records.

Staff no longer had to search through scattered files or worry about missing critical emails, and for the first time, the Shire will be able to properly dispose of outdated records in line with WA government regulations.

The positive impact of CouncilFirst Records included:

• Organised, standardised filing system: All staff now follow a single, structured way of managing records.

• A secure and compliant disposal program: The Shire can now implement a structured disposal program.

• Better email management: Full conversation threads are now captured, ensuring nothing is lost.

• Faster record retrieval: The search function allows staff to find documents in seconds.

• Full regulatory compliance: The new system meets all requirements under DA 2023-005.

• Staff satisfaction: Employees describe CouncilFirst Records as intuitive, efficient, and easy to use.

With a structured and easy-to-use system in place, the Shire can now work more efficiently, keep records secure, and be compliant with government regulations.