Implementing an Electronic Records Management Solution
Electronic Records Management Repository
Irma Trottier – Manager, Records and Electronic Information Management
Mark Southron – Team Lead, Information Management and Internet / Intranet Solutions
The DoE Environment
• An Introduction to ERMR
• Records Flow Model
• Building on past successes
What is ERMR?
• Project started 6 years ago
• Tasked with ensuring DoE records meet RM and FOIP requirements
• Scanning of Paper into Electronic Format
• Organizing of Electronic Data
• To date, 34 projects have been completed.
• Over 5.5 million records in our EIM repositories.
The Records Flow model
The EIM process builds on past successes
Local C:
Drive
Private Q:
Folders /
Data
Shared P:
Folders /
Data
Organized
P: folders /
Data
Sharepoint
Sites
Livelink
Repository
Private Folders / Data
• Disorganized
• No ability to share
• Everyone has a unique structure
• No auditing
• No versioning
• No metadata
• No custom views
• Limited searches
• Difficult for FOIP
• Difficult for
Litigation
• Not an Official
Record source
• No support for Long term disposition
Shared P:\ Folders Data
• Disorganized
• Ability to share
• Everyone has a unique structure
• No auditing
• No versioning
• No metadata
• No custom views
• Limited searches
• Difficult for FOIP
• Difficult for
Litigation
• Not an Official
Record source
• No support for Long term disposition
Organized P: Folders/Data
• Organized
• Ability to share
• Everyone uses a shared structure
• No auditing
• No versioning
• No metadata
• No custom views
• Limited searches
• Difficult for FOIP
• Difficult for
Litigation
• Not an Official
Record source
• No support for Long term disposition
Sharepoint Sites
• Well Organized
• Ability to share
• Custom views
• Good Searches
• Everyone uses a shared structure
• Good for FOIP
• Good for Litigation
• Audit file writes
• Advanced Versioning
• Not an Official
Record source
• Unstructured
Metadata
• No support for Long term disposition
Livelink Repository
• Very well Organized
• Ability to share
• Advanced Searches
• Excellent for FOIP
• Everyone uses a shared structure
• Excellent for
Litigation
•
• Audits all access
Advanced Versioning
• Recognized as
Official Record source
•
• Structured Metadata
Advanced Views
• Supports long term disposition
A typical ERMR project
• Project Participants
• Roles & Responsibilities
• Monitoring Progress
Project Participants
• Project Champion (Sponsor)
• Business Lead
• Project Lead
• Subject Matter Experts
• Administrative help
• IT Support
• RM Support
Roles & Responsibilities (1 of 2)
Role
Project Champion
(Sponsor)
Business Lead
Subject Matter Experts
Administrative Help
Responsibility
-Sign off project charter
-Ensure Executive & Branch support
-Approval of final results of project
-Guidance & Direction
-Ensuring resource availability
-Steering committee meetings
-Participate in working group meetings
-Representing their branch for decisions
-Ensuring business requirements detailed in design document
-Processing of documents (as needed)
-Work with RM in transition process
Roles & Responsibilities (2 of 2)
Role
Project Lead
IT Support
RM Support
Responsibility
-Facilitate overall project
-Project scoping & records assessment
-Delivering design document
-Reporting to steering committee
-Provide technical support
-Build solution
-System testing & support
-Synchronize activities with other IT initiatives
-Provide RM Business decisions
-Monitor RM risks and issues
-Make RM resources available to project
-Synchronize activities with other RM initiatives
Expected Meetings (1 of 3)
Meeting
Initial Contact
(email)
Introduction
Options review
Project Charter signoff
1
1
1
1
Frequency Outcome
Commitment to introduction meeting. Who will be attending.
Answers required for assessment
List of SMEs, Project Sponsor, BL
Basic timings for project start
Select among the options from the records assessment.
Signed Project Charter
Expected Meetings (2 of 3)
Meeting
Kickoff
Benefit Gathering 1
1
Frequency Outcome
Group introduction. Project introduction. Align schedules.
3 to 10
GPS area benefits gathering process.
What are the expected outcomes of the project?
Design the solution Design/Work meeting(s)
Benefits met meeting
1 GPS area benefits gathering process.
Were the expected outcomes of the project met?
Meeting
Progress report
EIM Project
Review
Expected Meetings (3 of 3)
Frequency
Monthly until project closes
Quarterly
Outcome
Monthly status meetings for the project sponsor.
Review of all EIM projects.
Project Phases
Three phases:
• Phase 1: The development, design and implementation of the solution
• Phase 2: The transition of records into the solution
• Maintenance: Continued support for the implementation
Progress reports
• Regular steering committee reports
• Summary of Project Health
• Corrective Actions (if any)
• Issues, Lessons Learned, Recommendations
• Completed work / Planned work
• Budget vs. Actual
• Completion and Projections
Progress Reports (1/2)
Progress Reports (2/2)
Questions?
