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    14 February 2012Presentation to Electronic Document & Records Management for the Public Services Forum

    Implementing a successful EDRMS Best practice

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    Presentation overview

    Professional profile

    Success checklist

    Analysing successes and achievements

    Difficulties and issues faced duringimplementation

    Sharing the lessons learned

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    Professional profile

    Background as an Accessions & Lending Librarian

    10 years state/federal government as information/records manager

    EDRMS implementation management x 3

    (EnergyAustralia / Dept of Justice (VIC) / Dennis Family Corp)

    REX Program winner J Eddis Linton Award 2010 for innovationand excellence in records and information management

    the recordkeeping Oscars!

    Present: Information Manager, Reserve Bank of Australia

    21 staff

    Functions: Records/Archives/Museum/Knowledge Mgt Current activity: TRIM implementation bank-wide with training/file

    clean-up program

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    Success checklist

    Recordkeeping requirements

    Functional/system requirements

    Project/task management

    Education and training Change management

    Pre implementation planning

    Post implementation activity

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    Success checklist recordkeeping requirements

    Document capture and creation

    Classification functional/subject

    Authoring/review

    Retention and disposal Transfer

    Storage

    Searching/retrieval

    Reporting Workflow

    Lifecycle management

    Recordkeeping transactions

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    Success checklist Functional/system requirements

    Capture and registration

    Capture and create

    Unique metadata

    Unique identifier

    Assigning records control attributes e.g.

    classification/security Use and tracking

    Who can access

    Who can review/edit

    Who has used (audit)

    Flow of records (workflow)

    Disposal Routine and regular

    Process is documented and authorised

    Storage and preservation

    Preserves accessibility and integrity during migration

    Capacity to store records and metadata over time

    Functional requirements

    Registration capture and creation

    Check in /check out

    Viewing/editing

    Version control

    Workflow

    Searching metadata

    Searching content

    Functional classification

    Disposal actions

    Reporting

    Audit tracking

    Access controls

    Security classifications

    Email integration

    SharePoint integration

    Personal workspace customisation

    Favourites

    Document links

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    Success checklist project/task management

    Records management strategy and plan (where you are going) Project team

    Project management

    Document suite:

    o Mandate

    o

    Project initiation documento Project plan

    o Schedule e.g. Pilot/staged or one-off rollout/post-implementation

    o Risks/Issues register

    o Change mgt strategy and plan (incl education & training)

    o Reports

    Project management

    o Product selection

    o Resource allocation and management

    o Timeline management

    o Stakeholder management & communications

    o Risks & issues management

    o Reporting against milestones

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    Success checklist education & training

    Training needs analysis

    Training model development

    Phased training approach basic; advanced

    Blended model

    Super User and Standard User model

    Training content development

    Development and preparation oftraining materials

    Development and preparation ofsupporting materials e.g. user guides

    Management of training logistics (schedules, venues)

    Training delivery

    Executive management training

    User training e.g. classroom; online; workshops; master classes

    RoadshowsSkills and knowledge transfer programs

    Train-the-trainer program

    Workshops

    Training attendance statistics

    Training evaluation

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    Success checklist Change management

    Change component Description/Task

    Change management

    planning

    Change management strategy

    Change management plan and sub plans

    Communications plan

    Stakeholder management plan

    Training plan

    Communications Branding & identity

    Printed materials (fact sheets, brochures, posters)

    Intranet/website/SharePoint

    Roadshows

    Audio visual (e.g. video)

    Culture change programs (moving from old to new)

    Stakeholder mgt Generating stakeholder commitment to support the change

    Training TNA

    Training model

    Content & materials

    Training logistics

    Delivery

    Evaluation & statistics

    Knowledge transfer

    Business readiness Measuring and monitoring the readiness for change

    Organisational impacts Evaluation to identify the change impacts on jobs and business models

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    Successes and achievements Brands

    REX

    Instant recognition

    Fun super hero

    Detracting from RIMnegativity

    RBA

    Subtle

    Sophisticated

    Who and what

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    Successes and Achievements Materials

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    Success checklist Pre-implementation planning

    Obtain organisational and executive support Business case obtain budget

    Establish project team

    Establish EDRMS Champions Group

    Project sponsor

    Project champions and supporters

    Project governance

    Project scoping and high-level planning Mandate

    Deliverables

    Timeline

    Resources

    Review reference materials

    Strategy

    Policy/processes

    Business rules

    Assessment of document collection

    Identify business processes in use

    Tools e.g. classification model/FDAs

    Undertake:

    Requirements analysis

    Training needs analysis

    Change readiness analysis

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    Success checklist Post-implementation planning

    Formally end project

    End project report

    Close all project files

    Determine any post end-project deliverables

    e.g. anything not completed/new enhancements

    Lessons Learned exercise

    Handover to live operations

    Provide administrator manual and Issues/Actions Log to BAU staff

    Business as Usual (BAU)

    Have adequate resources to maintain the EDRMS / RIM

    Ongoing training program

    RIM to form part of induction

    Maintain Issues/Actions Log

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    Successes and achievements REX Program

    REX Program winner J Eddis Linton Award 2010 for innovation and excellence in

    records and information management the recordkeeping Oscars!

    Project management:

    Project plan

    Project team Project management

    Change management strategy and plan

    Training strategy and plan

    Records management strategy and plan

    Change Management: Branding providing recordkeeping with a face and an image REX

    Communications video, brochures, super user kit, intranet, super user

    network

    Executive level support in the video, at training

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    Successes and achievements REX Program (cont)

    Resources:

    Change provider

    Training provider

    Records management provider

    In-house teams Records /IT

    Training model using a three-tiered training model to cater for a staff as diverse

    as professionals (engineers) and field staff (electricians)

    Super users

    Standard users

    Irregular users

    System configuration

    REX Drive in order to minimise a change to using an

    EDRMS, a network drive lookalike interface was used to bridge the gap

    between current network drives and HP TRIM

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    Successes and Achievements

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    Successes and Achievements

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    Difficulties & Issues

    User buy-in

    Wedded to network drives

    Recordkeeping is not my responsibility

    I dont care!

    My records are private

    Dont trust the EDRMS

    Too hard!

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    Difficulties & Issues solutions

    Issue SolutionUser buy-in Change management

    Communications

    Stakeholder engagement

    Executive support

    Embed as part of processes

    Blended training

    Wedded to network drives Shut down

    Read only Executive commitment to EDRMS

    IT on side

    Recordkeeping is not my

    responsibility

    Compliance

    Professional responsibility/obligation

    I dont care Performance management

    y records are private Compliance

    Education

    Training

    Benefits of collaboration

    Dont trust the EDRMS Features and benefits

    You cant break it!

    Too hard Compliance

    It takes no longer to save to EDRMS than to a network drive!

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    Lessons learned

    Technology is 20% of the story

    Change management is critical