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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
Ensure the budget covers training/change/user uptake
Follow a project plan
Have adequate resources project/SMEs
Dont be a shy retiring recordkeeper
Dont let IT derail/slow the project
Have a line-of-sight to the executive for management buy-in
Use a model that empowers the organisation and embeds recordkeeping at the
coalface e.g. super users
Have an ongoing plan for support and continuous education Dont believe that the BCS or functional classification is dead
Keep the BCS simple (Purpose of a BCS to link the records to a business action)
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Lessons learned BCS
Dont believe that the BCS is dead
Keep the BCS simple
Purpose of a BCS to link the records to a business action
Contributes to authenticity (records must be: authentic; reliable; usable; have
integrity) the record was part of a business action at a specific time/place To standardise and link disposal actions to business actions
Vocabulary controls standardisation of language
Use simple exercises to teach functional classification
What is the purpose of something (what it does) versus describing what it is
(function vs subject) e.g. function of a sandwich
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Questions
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