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ERMR Project. Electronic Records Management Repository . Irma Trottier – Manager, Records and Electronic Information Management Mark Southron – Team Lead, Information Management and Internet / Intranet Solutions. The DoE Environment. An Introduction to ERMR Records Flow Model

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ERMR Project


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    1. ERMR Project Electronic Records Management Repository Irma Trottier – Manager, Records and Electronic Information Management Mark Southron – Team Lead, Information Management and Internet / Intranet Solutions

    2. The DoE Environment An Introduction to ERMR Records Flow Model Building on past successes

    3. What is ERMR? • Project started 6 years ago • Tasked with ensuring DoE records meet RM and FOIP requirements • Scanning of Paper into Electronic Format • Organizing of Electronic Data • To date, 34 projects have been completed. • Over 5.5 million records in our EIM repositories.

    4. The Records Flow model

    5. The EIM process builds on past successes

    6. Private Folders / Data Disorganized No ability to share Everyone has a unique structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

    7. Shared P:\ Folders Data Disorganized Ability to share Everyone has a unique structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

    8. Organized P: Folders/Data Organized Ability to share Everyone uses a shared structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

    9. Sharepoint Sites WellOrganized Ability to share Everyone uses a shared structure Audit file writes Advanced Versioning Unstructured Metadata Custom views Good Searches Good for FOIP Good for Litigation Not an Official Record source No support for Long term disposition

    10. Livelink Repository Very well Organized Ability to share Everyone uses a shared structure Audits all access Advanced Versioning Structured Metadata AdvancedViews AdvancedSearches Excellent for FOIP Excellentfor Litigation Recognized as Official Record source Supports long term disposition

    11. A typical ERMR project • Project Participants • Roles & Responsibilities • Monitoring Progress

    12. Project Participants • Project Champion (Sponsor) • Business Lead • Project Lead • Subject Matter Experts • Administrative help • IT Support • RM Support

    13. Roles & Responsibilities (1 of 2)

    14. Roles & Responsibilities (2 of 2)

    15. Expected Meetings (1 of 3)

    16. Expected Meetings (2 of 3)

    17. Expected Meetings (3 of 3)

    18. Project Phases • Three phases: • Phase 1: The development, design and implementation of the solution • Phase 2: The transition of records into the solution • Maintenance: Continued support for the implementation

    19. Progress reports • Regular steering committee reports • Summary of Project Health • Corrective Actions (if any) • Issues, Lessons Learned, Recommendations • Completed work / Planned work • Budget vs. Actual • Completion and Projections

    20. Progress Reports (1/2)

    21. Progress Reports (2/2)

    22. Thank you • Questions?