Electronic Records Management Repository Irma Trottier – Manager, Records and Electronic...

Electronic Records Management Repository

ERMR Project

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

• 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.

What is ERMR?

The Records Flow model

Local C: Drive

Private Q: Folders / Data

Shared P: Folders / Data

Organized P: folders / Data

Sharepoint Sites

Livelink Repository

The EIM process builds on past successes

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

• Project Participants

• Roles & Responsibilities

• Monitoring Progress

A typical ERMR project

• Project Champion (Sponsor)

• Business Lead

• Project Lead

• Subject Matter Experts

• Administrative help

• IT Support

• RM Support

Project Participants

Roles & Responsibilities (1 of 2)

Role ResponsibilityProject 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 ResponsibilityProject 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 assessmentList of SMEs, Project Sponsor, BLBasic 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 OutcomeProgress report Monthly until

project closesMonthly status meetings for the project sponsor.

EIM Project Review

Quarterly Review of all EIM projects.

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

Project Phases

• 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

Progress Reports (1/2)

Progress Reports (2/2)

Questions?

Thank you