This document provides a summary of a needs analysis and action plan for administrative records management at Hôpital Montfort. It analyzes the systems of Microsoft SharePoint and OpenText Content Server, and recommends implementing SharePoint. Key findings include that patient records management has clear policies but administrative records management lacks standardization. An action plan identifies appointing a lead, developing policies, selecting and training staff on a new system, and ongoing support. SharePoint is recommended as it aligns with records management needs and allows leveraging existing expertise. The conclusion states benefits like reducing redundancies and standardizing practices to support the hospital's mission.

2. 1. Summary of Needs Analysis
2. Summary of Action Plan
3. Systems Analysis between
Microsoft SharePoint® and
OpenText Content Server
4. System Recommendation
5. Conclusion

3. Methodology
 Interviews
 On-site visit of Hôpital Montfort
 Review of organizational documents
 Review of applicable laws and
regulations
 Functional Analysis
 Risk Analysis

4. Summary
Records Management
Patient Records
Administrative
Records

5. Summary
Management of Patient
Records
 Clear, detailed policy and
procedures
 Centralized
 Quality control measures
 Tracking and monitoring of
records
 Physical infrastructure in
place
 Electronic system available
Management of
Administrative Records
 Retention schedule
available, but no
standardized policies or
procedures
 De-centralized
 Physical infrastructure not
yet appropriate for archiving
records
 No comparative electronic
records management system

6. Importance of Administrative Records Management
 Compliance with laws and regulations
o Personal Information Protection and Electronic Documents
Act (PIPEDA)
o Freedom of Information and Protection of Privacy Act (FIPPA)
 Organizational Governance
o Traceability
o Accountability
 Historical Value

7. 1. Identify a lead in senior management who will spearhead and be
responsible for administrative records management
2. Develop a team who will be responsible for the records management
3. Develop policies and procedures for administrative records
management
4. Select and obtain a technological system to support and achieve the
objectives of the policies and procedures
5. Conduct organizational training on the new records management
system
6. Evaluate and review of new administrative records management
system
7. Provide ongoing support

8. Functionality
Microsoft
SharePoint®
OpenText
Content Server
Possible
Score
Creation 19 23 24
Record Declaration 5.5 4.5 6
Classification 21 18 24
Security 10.5 14 15
Access Management 10.5 11.5 12
Retrieval 19.5 19 21
Preservation 3 6 9
Disposition 19 17 19
TOTAL 108 113 135

9. SharePoint©
 Opportunity to transfer employee knowledge and expertise
 Enable inter-departmental mentorship opportunities
 Facilitate change management
 Functionality is appropriate for the hospital’s administrative
records management needs
 Records management features easy to implement to current
SharePoint© platform:
• Records Center
• Conservation Schedules

10. • Reduce information redundancies
• Promote communication between departments
• Standardize record keeping practices in accordance with
applicable legislation and standards, and improving
business processes
• Provide the foundation that will allow the hospital to
achieve its other strategic goals
• Efficient administrative records management practices
• Support Hôpital Montfort’s mission in providing
excellence in patient care through a centralized
approach to the hospital’s records management.