You’ve Implemented Your New Electronic Document and Records Management Repository, Now What?
After defining, creating, testing and implementing your electronic document and records management (EDRMS) repository, you will quickly realize this is the beginning of an exciting paperless (or less paper) journey.
Here is a breakdown of the key pillars for consideration post EDRMS implementation:
Revisit strategy
“We want to enable electronic access to key records for people to work from anywhere”
“We want to protect our legal files”
“We have to get off of the shared drives”
“We want to leverage intelligence in our documents for better customer service”
These are just some of the many strategic objectives that companies use to fund a ‘go digital strategy’.
After implementation, revisit ‘how do we measure success’ including what does success look like 90 days, 6 months, a year, 3 and 5 years out.
Create key performance indicators to gauge how the implementation supports your long terms goals (from users logging in, new files created, reduction in offline storage amounts, automation of processes)
Revisit Policy
Ensure policies are in place to provide guidance on data governance, records classification and retention, usage of metadata, security and legal discovery, social media content and transitory information.
Check out our Records Management Checklist for more tips
Help Desk Support
Ensure Help desk support is defined. Specify levels of support from triaging requests, front line tasks (e.g. adding a new user), and tasks that require configuration/development (e.g. adding a new document library and/or automated business processes).
Train the help desk support team and create knowledge articles to standardize day forward support. Note: some support requests may become their own new ‘fast follow’ projects if they involve multiple resources, time and additional expenses
End User Support
Ensure an internal network of ‘power users’ are trained and feel comfortable answering ‘how to use’ type questions from their team members. Power users have a dual role of becoming more comfortable with technology and new ways of working in addition to advising others.
Migration
Any contents not migrated during the initial setup of your EDRMS repository (e.g. paper in a filing cabinet, emails, desktops, back of your trunk, Teams chat conversations) may need to be migrated after implementation. Take this in stages and identify how to catalogue content and digitize content so that it can be leveraged as intelligence when ingested into your EDRMS repository
Just starting your document migrations?
Check out 5 Keys to Document Migration Without Screwing It Up
You can find more information at tumii.ca
