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 • • Everyone uses a • shared structure • • Audit file writes • • Advanced Versioning • Unstructured • Metadata Custom views Good Searches Good for FOIP Good for Litigation Not an Official Record source No support for Long term disposition Livelink Repository • Very well Organized • • Ability to share • • Everyone uses a • shared structure • Audits all access • • Advanced Versioning • Structured Metadata • • Advanced Views Advanced Searches Excellent for FOIP Excellent for Litigation Recognized as Official Record source 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 Responsibility Project Champion (Sponsor) -Sign off project charter -Ensure Executive & Branch support -Approval of final results of project Business Lead -Guidance & Direction -Ensuring resource availability -Steering committee meetings Subject Matter Experts -Participate in working group meetings -Representing their branch for decisions -Ensuring business requirements detailed in design document Administrative Help -Processing of documents (as needed) -Work with RM in transition process Roles & Responsibilities (2 of 2) Role Responsibility Project Lead -Facilitate overall project -Project scoping & records assessment -Delivering design document -Reporting to steering committee IT Support -Provide technical support -Build solution -System testing & support -Synchronize activities with other IT initiatives RM Support -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 Frequency Outcome Initial Contact (email) 1 Commitment to introduction meeting. Who will be attending. Introduction 1 Answers required for assessment List of SMEs, Project Sponsor, BL Basic timings for project start Options review 1 Select among the options from the records assessment. Project Charter signoff 1 Signed Project Charter Expected Meetings (2 of 3) Meeting Frequency Outcome Kickoff 1 Group introduction. Project introduction. Align schedules. Benefit Gathering 1 GPS area benefits gathering process. What are the expected outcomes of the project? Design/Work meeting(s) 3 to 10 Design the solution Benefits met meeting 1 GPS area benefits gathering process. Were the expected outcomes of the project met? Expected Meetings (3 of 3) Meeting Frequency Outcome Progress report Monthly until project closes Monthly status meetings for the project sponsor. EIM Project Review Quarterly 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) Thank you Questions?