Diane,

I'm getting into this discussion a little late.  Attended a vendor users'
group in Central California, which included a buddy (he claims anyway) of
both Bill R. and Larry M.; what a guy.  He was escaping the cold of Bismarck
and seeking some authentic Mexican food.  

First, good luck with your goal of attaining the CRM designation.  I've been
a CRM for over eight years and have never regretted the time and effort
preparing for it one bit.  The CRM has not only opened up opportunities for
employment but also provided me with a great network of colleagues, many of
whom participate on this list.  Now for the subject at hand.

Graham Kitchen said:
>Many times, what a systems persons describes as records management is not
>what a records manager would describe.  Semantics... maybe, but be careful.
How true a statement.  Our company went through an evaluation process last
year, taking six months before we finally selected an enterprise records and
document management system.  One of the many challenges I faced was
determining the meaning of terms used by the various vendors; each has a
slightly different view of what records management means and how they
implement the process.  A couple in particular claimed to have a "records
management" component when in fact they were nothing more than a method for
"filing" or classifying documents. I'd requested glossaries from each, a
useful tool when terms and capabilities.  

As you probably realize by now, purchasing a records management system is
not something you want to rush into.  Gathering requirements takes time and
effort and is more of an art than science.  DOD 5015.2 is a good start but
ultimately you need consider what your needs are and then document them.
One recommendation is to segregate your requirements by "show stoppers" and
"nice to haves."  My experience was that many the RM systems I reviewed met
between 80% and 90% of my needs; a matter of whether any of the 10% to 20%
included any of the show stoppers determined whether they stayed on the
list.  

I'd also ask for a "step-by-step" demonstration (based on your requirements)
of how each vendor classifies documents.  I'd provide them real life use
cases, as much as possible.    

As mentioned earlier, supporting the system is a critical consideration.
You need to consider how the defined roles in each of the various systems
match up with your RM staff and business support structure.  You'll probably
have to acquire additional staff and/or redefine roles for departmental
personnel.  Good time to flush these out during the evaluation process;
reduces surprises (some potentially painful) later on.

Other comments previously addressed are all well worth considering.
Selecting an RM system is a learning process, so I'd encourage you to ask
questions, access all the resources available (user groups, references, this
listserve, make the best decision available, and then look forward to an
interesting rollercoaster ride.   

Good luck in your search. If you have any other questions about the process,
tips, or lessons learned, please contact me off-line. 

Bruce L. White, MBA, CRM, PMP
Manager, Contracts/Records 
  Management
Sempra Global
TEL: 619-696-4671
FAX: 619-696-2534
CELL: 619-952-7145
 
Sempra Global is not the same company as the utility, SDG&E or SoCalGas, and
Sempra Global is not regulated by the California Public Utilities Commission

P.S.
Whitaker, Rose said to tell you I'm the best boss she ever had.  And if she
decides to sing a different tune, well, evaluations are only another 10
months away. But I'm never one to hold grudges... :>)

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