Similarly with the information structure; it is no good imposing a structure that is counter intuitive and unlikely to be adopted if it doesn’t meet a variety of business needs. Also consider how people want to store their information—in a share drive, multiple folders can be created which ends up in a ridiculously long file path; this is less likely to work in an EDRMS as it will still be difficult to find information if buried 17 folders deep. Consider having a function/activity/ subject set of folders under the file, and maybe one or two other folders. If it the reasons for these restrictions are explained, staff can generally manage to fit all of their records into a more restrictive structure by putting some information in the file and folder titles. Duplicate records should be removed prior to migrating content to an EDRMS—this becomes harder to remove in an electronic environment when everyone is using the system. Whichever option is chosen, it is imperative that the system implementation is properly managed and is successful the first time round. Piloting of the system is recommended with as wide a group of people as possible and representatives should be taken from each work area. Targeting particular business or work groups to participate in a pilot can be a valuable way of obtaining champions for an EDRMS who may then be willing to take an ongoing role as a power user. Piloting of the system prior to implementation will allow you to: Test functionality on individual platforms and in real life situations; Iron out any technical bugs, and fix them before rollout; Add any functionality that hadn’t previously been considered; Make any important changes prior to rollout; Test the readiness of the agency for the EDRMS, and identify areas needing improvement. The main options for rolling out an are: Rolling out the EDRMS to everyone in the agency in one go; A phased approach, the EDRMS is rolled out to different work areas or groups of staff over time; A combined approach, where limited functionality (e.g. integration with desktop applications) is delivered to everyone at the same time, and additional functionality (such as integration with email) is rolled out in a phased approach. Implementing an interim solution like cleaning up documents/records on a shared or network drive which mirrors the proposed structure in the EDRMS, and then migrating the information to the EDRMS when it is implemented.
Similarly with the information structure; it is no good imposing a structure that is counter intuitive and unlikely to be adopted if it doesn’t meet a variety of business needs. Also consider how people want to store their information—in a share drive, multiple folders can be created which ends up in a ridiculously long file path; this is less likely to work in an EDRMS as it will still be difficult to find information if buried 17 folders deep. Consider having a function/activity/ subject set of folders under the file, and maybe one or two other folders. If it the reasons for these restrictions are explained, staff can generally manage to fit all of their records into a more restrictive structure by putting some information in the file and folder titles. Duplicate records should be removed prior to migrating content to an EDRMS—this becomes harder to remove in an electronic environment when everyone is using the system. Whichever option is chosen, it is imperative that the system implementation is properly managed and is successful the first time round. Piloting of the system is recommended with as wide a group of people as possible and representatives should be taken from each work area. Targeting particular business or work groups to participate in a pilot can be a valuable way of obtaining champions for an EDRMS who may then be willing to take an ongoing role as a power user. Piloting of the system prior to implementation will allow you to: Test functionality on individual platforms and in real life situations; Iron out any technical bugs, and fix them before rollout; Add any functionality that hadn’t previously been considered; Make any important changes prior to rollout; Test the readiness of the agency for the EDRMS, and identify areas needing improvement. The main options for rolling out an are: Rolling out the EDRMS to everyone in the agency in one go; A phased approach, the EDRMS is rolled out to different work areas or groups of staff over time; A combined approach, where limited functionality (e.g. integration with desktop applications) is delivered to everyone at the same time, and additional functionality (such as integration with email) is rolled out in a phased approach. Implementing an interim solution like cleaning up documents/records on a shared or network drive which mirrors the proposed structure in the EDRMS, and then migrating the information to the EDRMS when it is implemented.
mint_report_master_final.docx