The document outlines five key elements for implementing an electronic document and records management system (EDRMS): 1) Have a unified vision and stakeholder buy-in, 2) Understand your IT environment and solutions, 3) Focus on effective information organization and findability, 4) Establish records disposition policies, and 5) Leverage additional collaboration and workflow features beyond basic recordkeeping. The presentation discusses each element in further detail through examples and questions to engage participants.

1. Marcel Roy, SharePointS
Judy Hu, MAS
The 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 Day
Leading 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 presenters
Agenda 2
© 2012 Marcel Roy and Judy Hu

3. Implementing an EDRMS means integrating three
streams of information
•Day-forward information created in the newly
implemented system
•Legacy paper and electronic records
•Business applications
Start 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
vision
Start with the end in mind 5
© 2012 Marcel Roy and Judy Hu

6. EDRMS used to be stand-alone technology, but
today 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 systems
Know your IT 8
© 2012 Marcel Roy and Judy Hu

9. User adoption and experience are highly
dependent on how easily information can be
found 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 design
It’s about findability 12
© 2012 Marcel Roy and Judy Hu

13. The volume of records will continue to grow until
control is exercised over them. Two main ways to
do that are to categorize your records and
destroy records when they no longer need to be
retained.
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 (industry
specific)
•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 sense
from 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 that
go beyond document and records
management, such as collaboration, social
media, and workflow features.
It’s more than just
recordkeeping 17
© 2012 Marcel Roy and Judy Hu

18. What features do you expect to see
or would like to see in EDRMS?
It’s more than just
recordkeeping 18
© 2012 Marcel Roy and Judy Hu

19. Automation
Communication
Are 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] com
Thank you! 20
© 2012 Marcel Roy and Judy Hu