I have responded off list but for the benefit of all
LCC procured EDRMS last year.
We have over 500 live users (although most do not see the EDRMS, we use a integrated Client index) for ESCRS.
The comments made by Clare are all relevant and indeed we have established most. We have not established Security as we intend to do this as part of implementation. Most others are in place. We expect at least 200 core EDRMS users (will see the product) within the next 4 months, with further rollouts being subject to resources. In all we expect full coverage by about 2009. Costs, so far £400,000, expected to top £3m by programme end, benefits intangible for now, we are less likely to seek evidence of tangible benefits, preferring arm and leg savings. We are currently looking at integration with CRM, having established a project to integrate with CMS for (intranet first).
We have come to the opinion that three elements are absolutely key above all others once a decision to buy EDRMS has been made.
Senior Management Buy-in
Classification/ file plans
Metadata
I would not say we were successful, yet. Time will tell.
Hope this helps
Paul
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Clare Cowling
Sent: 26 October 2006 08:42
To: [log in to unmask]
Subject: Re: Successful EDRMS case studies
Hi.
We did a small EDRMS pilot here in 2005 (by small I mean one business unit). We concluded that the following corporate standards have to be in place (in no particular order) before you can even think about implementing EDRMS:
1. Close collaboration between each unit, the project team, ICT and
records/knowledge management
2. Business process analysis: processes/workflow will nearly always
need rejigging to improve efficiency
3. Records audit
4. Records classification scheme/file plan and folder structure
5. Records disposal schedule
6. Security standards and definition of roles
7. Scanning requirements
8. Metadata standards
9. Agreed terminology
10. Naming conventions
11. Search and retrieval strategy and mechanisms
12. Information sharing requirements (e.g. need to interface with
other systems)
13. ICT strategy and infrastructure changes
14. Lock-down of systems versus voluntary participation (i.e. which
you will enforce)
15. Senior management support and user acceptance
16. Information and business readiness
If those standards aren't in place (especially the last 2) or at least being seriously considered at a senior level then we now know that EDRMS will fail. And we also decided that it's pointless to leave out e-mail, given that at least 75% of all our business is now carried on via e-mail.
Clare
Clare Cowling
Records Manager
The Law Society
113 Chancery Lane
London WC2A 1PL
Tel 020 7320 9541
(internal ext 4605)
[log in to unmask]
-----Original Message-----
From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Peter Emmerson
Sent: 25 October 2006 18:18
To: [log in to unmask]
Subject: Re: Successful EDRMS case studies
This is certainly borne out in our experience and explicitly in the work that we did for ALG in London boroughs. Many were thinking of a corporate solution but the culture was almost exclusively service and divisionally based. Consequently most electronic (and indeed hard copy
storage) solutions were limited to a single division or service which had included the investment in its capital and revenue budgets or installed in a piecemeal way by corporate IT departments.
The other constraint was likely to be the total lack of the keystones of EDRM development - a corporate records classification scheme and corporately agreed and operated retention management processes. E-mail was also, in most cases, totally unmanaged and dealt(?)with largely at the individual desk top. Most people found the concept of corporate EDRM just too large a problem to begin to approach it and there certainly seemed to be little finance around at the level that Liz Scott-Wilson has identified as being necessary to implement Hackney's strategy.
In short, much talk but not much action.
Peter Emmerson
Director
Emmerson Consulting Limited
Poplar House
5 School Street
Witton-Le-Wear
County Durham DL14 0AS
Office 01388 488865
Mobile 07740 942682
This e-mail message is confidential and intended solely for the use of the addressee. If you are not the intended recipient any disclosure, copying, distribution or use of it is prohibited and may be unlawful. If you have received this e-mail in error, please notify the sender immediately and delete it from your system. Emmerson Consulting Limited is registered in England No. 3607347.
Registered Office: 140 Coniscliffe Road, Darlington, County Durham, DL3 7RT This email is confidential. If you are not the intended recipient then you must not copy
it, forward it, use it for any purpose, or disclose it to another person.
Instead please return it to the sender immediately and copy your communication to
[log in to unmask]
Please then delete your copy from your system.
Please also note that the author of this email is not authorised to conclude any
contract on behalf of the Law Society by email.
To help us improve our service, calls may be monitored or recorded for quality and training purposes. Thank you.
_______________________________________________________________________
Leicestershire County Council - rated a 'four-star' council by the Audit Commission
_______________________________________________________________________
This e-mail and any files transmitted with it are confidential. If you are not the intended recipient, any reading, printing, storage, disclosure, copying or any other action taken in respect of this e-mail is prohibited and may be unlawful. If you are not the intended recipient, please notify the sender immediately by using the reply function and then permanently delete what you have received.
Incoming and outgoing e-mail messages are routinely monitored for compliance with Leicestershire County Council's policy on the use of electronic communications. The contents of e-mails may have to be disclosed to a request under the Data Protection Act 1998 and the Freedom of Information Act 2000.
The views expressed by the author may not necessarily reflect the views or policies of the Leicestershire County Council.
Attachments to e-mail messages may contain viruses that may damage your system. Whilst Leicestershire County Council has taken every reasonable precaution to minimise this risk, we cannot accept any liability for any damage which you sustain as a result of these factors. You are advised to carry out your own virus checks before opening any attachment.
|
