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The Five Things a PM Should Know (Or Get Someone to Do) to Implement an EDRMS
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The Five Things a PM Should Know (Or Get Someone to Do) to Implement an EDRMS

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The Five Things a PM Should Know (Or Get Someone to Do) to Implement an EDRMS Presentation Transcript

  • 1. Marcel Roy, SharePointS Judy Hu, MASThe Five Things a PM Should Know(Or Get Someone to Do)to Implement an EDRMS Society of PM Professionals of Greater Vancouver 58th Professional Development DayLeading Transformational Projects: Reports from the Records Management Trenches
  • 2. • Introduction• Five key elements of EDRMS implementation • Ten minutes for presenter-facilitated group discussions • Ten minutes for sharing and feedback among all participants and presentersAgenda 2© 2012 Marcel Roy and Judy Hu
  • 3. Implementing an EDRMS means integrating threestreams of information•Day-forward information created in the newlyimplemented system•Legacy paper and electronic records•Business applicationsStart with the end in mind 3© 2012 Marcel Roy and Judy Hu
  • 4. How do you unify diverse objectives and stakeholders of these streams of information? Start with the end in mind 4© 2012 Marcel Roy and Judy Hu
  • 5. • Have a unified vision for (electronic) records management and the role EDRMS in the organization• Engage with stakeholders and get buy-in on visionStart with the end in mind 5© 2012 Marcel Roy and Judy Hu
  • 6. EDRMS used to be stand-alone technology, buttoday it is highly platform-driven.Know your IT 6© 2012 Marcel Roy and Judy Hu
  • 7. What resources and tools would you use to help you understand the environment and evaluate possible solutions?Know your IT 7© 2012 Marcel Roy and Judy Hu
  • 8. • Conduct an IT maturity assessment• Understand the current environment• Identify points of integration among systemsKnow your IT 8© 2012 Marcel Roy and Judy Hu
  • 9. User adoption and experience are highlydependent on how easily information can befound and accessed in EDRMS.It’s about findability 9© 2012 Marcel Roy and Judy Hu
  • 10. How are products organized in these stores? •Grocery store •Liquor store •Hardware store How can product organization be improved?It’s about findability 10© 2012 Marcel Roy and Judy Hu
  • 11. How can or cannot these principles of organization be applied to information in EDRMS?It’s about findability 11© 2012 Marcel Roy and Judy Hu
  • 12. Principles of information organization•Think functions and activities•User-centered designIt’s about findability 12© 2012 Marcel Roy and Judy Hu
  • 13. The volume of records will continue to grow untilcontrol is exercised over them. Two main ways todo that are to categorize your records anddestroy records when they no longer need to beretained.Records disposition:It’s about time! 13© 2012 Marcel Roy and Judy Hu
  • 14. What steps would you take to determine how long to keep records?Records disposition:It’s about time! 14© 2012 Marcel Roy and Judy Hu
  • 15. Requirements for keeping records•Legislative and regulatory requirements (industryspecific)•Business requirements or values • Administrative • Fiscal • Legal (operating a business) • Enduring (corporate memory)Records disposition:It’s about time! 15© 2012 Marcel Roy and Judy Hu
  • 16. Risk management•Selecting the retention period that makes sensefrom an organizational perspective•What is your organization’s risk appetite? • What is the cost or risk of keeping records x number of years versus destroying them?Records disposition:It’s about time! 16© 2012 Marcel Roy and Judy Hu
  • 17. EDRMS today have functions and features thatgo beyond document and recordsmanagement, such as collaboration, socialmedia, and workflow features.It’s more than justrecordkeeping 17© 2012 Marcel Roy and Judy Hu
  • 18. What features do you expect to seeor would like to see in EDRMS?It’s more than justrecordkeeping 18© 2012 Marcel Roy and Judy Hu
  • 19. Automation CommunicationAre you ready for social business? Integration Collaboration It’s more than just recordkeeping 19 © 2012 Marcel Roy and Judy Hu
  • 20. Marcel Roy marcel [at] tracrecords [dot] ca Judy Hu hu [dot] judy [at] gmail [dot] comThank you! 20© 2012 Marcel Roy and Judy Hu