DocuShare relieves document headaches caused from
access, distribution and storage problems
DocuShare Solution best bet 
for TABCORP IT Library
Fuji Xerox Knowledge Management System 
a big win for all concerned
T
ABCORP is one of Australia’s
leading providers of leisure
and entertainment with core
operations in gaming, wagering 
and Star City Casino in Sydney. 
The company holds the exclusive
licence to sell totalisator bets on
thoroughbred, harness and greyhound 
racing. It also operates and
monitors gaming machines through
a network of independently owned
gaming venues across Victoria.
The company’s IT Library is located in
TABCORP headquarters in Melbourne.
Far from the gaming machines and
racing events, this area supports the
serious, technological side behind the
gaming and wagering business.
Alongside the physical reference and
software collection accessed via the
Library’s traditional catalogue, the 
IT Library also manages technical
support documentation produced by 
the 150-strong IT department. In all,
there are about 3,000 document titles
registered – mainly in soft copy format
– supporting corporate, core wagering
and gaming host systems. When
different versions of these documents
are considered, this figure is tripled.
Not surprisingly, document management
had become a major problem for the 
IT Library. Documents were difficult 
to find, co-existing procedures had left 
IT staff confused about how to handle
documents properly and there were
extensive problems with version control.
“We had arrived at a stage where we
were encountering increasing problems
related to general access, distribution
and storage. With inconsistent and
scant document details recorded
across any of four access databases,
we were spending too much time
looking for documents which were
potentially out of date,” explained
Alanna Brown, IT Librarian.
Traditionally, IT employees registered
their project documents with the
Library. Two Librarians subject
classified these documents and
assigned a document number for
electronic storage. It was then the
employee’s responsibility to send
updated versions of these documents
to the Library for successive storage.
Unfortunately, many of these later
versions were never sent through. 
In many cases, documents were 
never registered in the first place. 
In addition, there were even more
difficulties with documents being stored
in directories accessible only by the IT
Library staff. Employees had to contact
the Library for all their documentation
retrieval needs, which was timeconsuming. 
Issues related to document
access permissions and document
status required constant verification. 
“In the IT business, an out-of-date
technical document can cause severe
problems and unnecessary support
delays. In addition, distribution of new
document versions, once submitted,
meant Librarians spent too much time
in front of the photocopier and collecting 
superseded versions,” said Brown.
The Librarians wanted a document
management system that would simplify
procedures and provide a more efficient
and reliable service. They needed to
provide easy and immediate access to
documents (subject to strict security),
making it possible for staff to find
documents on their own PCs, so they
would become more self-sufficient
users and allow the Librarians to focus
on other core work. 
“We used to spend ages in front of a photocopier printing
multiple copies. Now our time is used more efficiently
and the paper mountain is reduced.”
CASE STUDYTABCORP
13 14 12
www.fujixerox.com.au
Australian Head Office
Fuji Xerox Australia Pty Ltd
101 Waterloo Rd, North Ryde NSW 2113
Phone (02) 9856 5000 Fax (02) 9856 5003
© Fuji Xerox, Xerox, The Document Company, DocuShare and the stylised X are registered trademark/trademarks.
All other trademarks and registered trademarks are the property of their respective owners.
Whilst the information is correct at the time of printing Fuji Xerox Australia Pty Ltd ABN 63 000 341 819
reserve the right to change the specifications of the equipment described herein without notice.
Quality Endorsed Company. ISO 9002. Lic 1950/01 Standards Australia                 Printed in Australia, February 2002 • TABCORP
Management was supportive and a
Selection Committee reviewed the
various companies and their product
offerings. “It was very much a collaborative 
decision-making process to ensure
everyone had a say,” said Brown.
After careful consideration, the
Committee members chose to entrust
Fuji Xerox with their system needs
because DocuShare, the product on
offer, had everything they wanted. 
Xerox DocuShare is a system that lets
individuals and groups share and control
information freely via the Internet or
Intranet. With DocuShare, electronic
files of every type can be uploaded 
and made instantly viewable on the
Web. An easy search engine allows
authorised staff to find documents
quickly. Viewers have instant access
for viewing and downloading, while
authors of documents may edit or 
post documents and make revisions at
anytime from their PCs. Staff can only
work from the latest document version,
thereby eliminating confusion about
document status.
Since DocuShare became operational,
the IT Library has uploaded nearly 1000
current document titles to the system,
which has included the weeding of
duplicate and hard-copy documents. 
DocuShare has quickly become popular
with IT staff who appreciate its easy
search engine and the fact they can
now confidently work from their desks
to find items rather than always heading
off to the library. They can also print
documents from their desk, which is 
a bonus. Librarians no longer have to
spend a lot of time printing and photocopying 
documents for people to take
back to their offices because employees
can work directly on DocuShare. 
“We used to spend ages in front of a
photocopier printing multiple copies.
Now our time is used more efficiently
and the paper mountain is reduced,”
said Brown.
Since people can only work from current
versions of documents, document control
has been greatly improved as well.
The Librarians are also appreciative that
DocuShare could be customised and
incorporated into the company Intranet,
which the Library also maintains. 
“We were able to feature our logo and
branding so DocuShare has the look 
and feel of our other technology. It is
surprising how many products were
limited in this area,” said Brown.
At present, only the 150 IT staff are 
on the system, but most of the 500
TABCORP employees will be able 
to tap into DocuShare over the next
few years as the need arises. 
Word is spreading through the other
departments about its capabilities and
various project managers have been
down to the Library for a demonstration.
The business is recognising the full
potential of DocuShare and its ability
to be utilised by all corporate divisions
of TABCORP.
TABCORP is also considering other 
Fuji Xerox technology for the IT Library.
While there will always be a need for
hard copy documents in a library
setting, especially for archival purposes,
the IT Library is looking at the potential
of implementing a Fuji Xerox scanning
system incorporating a Document
Centre or FlowPort server software so
hard copies of records can be scanned
easily and efficiently into DocuShare. 
Further Information
Tania Billington
Fuji Xerox Australia
02 9856 5000
Alanna Brown
TABCORP
03 9868 2338
Kim Carter
Just Go Write 
02 9528 8784
0407 771 698
“DocuShare has quickly become popular with IT staff
who appreciate its easy search engine and the fact 
they can now confidently work from their desks to find
items rather than always heading off to the library.”
CASE STUDYTABCORP