Sheryl Mapp

8/3/2019 Sheryl Mapp

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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

Documents

Sheryl Mapp