Page 96 - 2019 CXC Annual Report

CARIBBEAN EXAMINATIONS COUNCIL ANNUAL REPORT 2019

Financials

Financial Stability

Enhanced stakeholder experience
Access to information simply meant that information would
be made readily available to the internal user as soon as
they are logged-on to the organisation’s computers and/
or smart phones. Greater attention was placed on finding
an appropriate electronic platform that supported a quick
and seamless retrieval function. In this instance, the Bitrix24
platform was selected as the “go to” repository for quick
access to organisational records.

Financial Stability
As the organisation continues to address the issue of document
duplication, the search continues to find the most suitable
electronic document and records management software
solution. The ideal electronic system will be designed to
automate the current manual processes for mail management,
document classification, routing, storage and retention. In
2018 a software solution was identified by the Procurement
Committee, however, the cost of the basic product was more
costly than what was initially budgeted.

In the interim, while the search continues for finding the best
solution that fully supports the records management needs of
the Council, the Senior Management Team made a financially
prudent decision to utilize the Bitrix24 social network platform
as the desired repository to access critical documentation.

Strengthen Business Model
Efforts continue to preserve the historical information at
the Western Zone Office. In preparation for the digitization
of records at the Jamaica office, all records were grouped
together and a master inventory conducted.

96