The new system is in it's fourth year as part of an ongoing transformation project which aims to remove almost all paper-based ATO records for digital storage.
ATO assistant commissioner for records management Graham Bailey said it is completed about 50 percent of the rollout and is looking for ways to consolidate its 14.5 terabytes of administration and local data.
"We used IBM records manager for the work we have done so far and we are hoping to use it for our work in the admin data," Bailey said, adding it uses automated content recognition for reducing duplicated data and determining legal archival periods.
"Everyone is very supportive of the system. We have 13,000 users are accessing our e-learning tool, and we setup a helpline and Web FAQs for support. Users have begun to use [Holocentric's] business processing application as a communication tool, which was an unexpected benefit."
"We follow the COSO (The Committee of Sponsoring Organizations) standard for record keeping and for identifying priority areas."
ATO national director for the office of the chief of knowledge Toni Rolls said it was meticulous in outlining initial problems and requirements and described the outcomes in terms of business benefits.
"It took us 18 months to sell the project to the executives which we achieved by commissioning an [internal body] to create an in-depth and business-orientated risk assessment to prove the business benefits," Rolls said.
"There's only so much you can do with some legacy systems, but what we are after is conformance and assurance of all our systems."
"The project is going to be a huge success because we took a risk; you can't gain much if you don't take some educated risks by trying something new."
The project conforms to Australian ISO Standard 15489 which has been modified to support new and legacy systems.