In Canada, many of the larger cities use the MoReq2 standard as well as
DoD 5012.5 to evaluate ERMS solutions. MoReq stands for Model
Requirements for the Management of Electronic Records was begun by the
DLM-Forum in 1991, published in 1996, and updated in 2008 as MoReq2.
Like DoD, companies can have their software certified against the
specification. There is a lot of info on this online, here is the link
to the specification:
http://ec.europa.eu/transparency/archival_policy/moreq/doc/moreq2_spec.p
df
We recently used this standard to determine if SharePoint could meet our
ERMS needs. We were already using SharePoint as an intranet solution and
have four sites. We also built a proof-of-concept for document
management in partnership with a consultant. However, when we did a gap
analysis against MoReq2, we found that only 35% of the requirements were
met by SharePoint. We then found a study produced by Microsoft and a UK
company that said the same thing. Finally, we met with our three
Microsoft reps, discussed what we wanted, and were advised they agreed
with the finding and supported our choice to seek a full ERMS solution.
I agree with Jason that SharePoint is a great short-term collaborative
tool for medium to small business. It is not so good for a government
organization that needs strong records management, especially
auditablity.
IT administrators like SharePoint because it make the user groups
responsible for managing access. In a Windows Directory environment,
access controls are usually managed by IT and it is a time-consuming
job. In SharePoint, the users take on this role with greater or less
success. You then need strong norms (and policing) because the system
does not necessarily provide the governance.
Lois Enns
LOIS ENNS BA MISt | RECORDS MANAGER
CITY OF SURREY
Legislative Services Division
14245 56 Ave, Surrey, BC, Canada V3X 3A2
P 604 591-4554 | 604 591 8731 www.surrey.ca
Please consider the environment before printing this email.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Cheng, Jason
Sent: August-27-09 12:11 PM
To: [log in to unmask]
Subject: Re: MS Sharepoint for content or document mgt - public agencies
I'm clear on the details of why, but Sharepoint is being pushed in many
organizations right now.
I've heard it has to do with partners and resellers being able to offer
the software cheap, providing an opportunity for selling
consultative/implementation services.
In my view, Sharepoint is a great short-term collaborative tool for
smaller workgroups.
If you plan on implementing a holistic content/records management
program, however, Sharepoint is not mature enough.
Depending on your budget and time horizons, I would definitely consider
a more complete product suite along the lines of FileNet, Documentum,
etc.
Jason
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Paul J. White
Sent: Thursday, August 27, 2009 11:01 AM
To: [log in to unmask]
Subject: MS Sharepoint for content or document mgt - public agencies
After perusing the list archive for strings related to Microsoft
Sharepoint, I
have the following inquiry:
If you work for a public agency (local or state) - or know of a local or
state
agency - that uses Sharepoint as a content- or document-management tool,
I
would appreciate receiving off-list your contact information or an
indication of
what public agency you know of that meets this description.
I am generally interested in any special considerations you would advise
for a
city government considering using Sharepoint for content management.
Have
you had any particular successes or challenges with this tool that we
might
take under advisement?
Thanks for your assistance.
Paul J. White
Departmental Administrative Coordinator
City Clerk's Office
City of Redmond, Washington
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425-556-2436
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