First, the quality of comments and advice on the list is second to none.
Thanks to all who help in my learning curve.

We are in midst of implementing an EDRMS and as the project manager and
records manager, I have the enviable task of start to finish on this
project.  Our records are all paper based.   We manage our records through
Lotus Notes.  Recently, we purchased EDRMS software and are in the throws
of migrating the data from Notes into our new software.  Our file
classification structure in Notes was based on the departmental structure
of the organization.   In implementing the EDRMS we are looking at a
functional structure for our unstructured data and the new structured data
coming in from Notes.  We are struggling with knowing how to "marry" the
two together into a format that is easy to use and understand for our
users.  Apart from going into each of the 100,000 + records to ensure they
are indexed properly, is there an easier way to do this?  Is there anyone
on the list who has had this problem in the past and cares to share how
they handled it?  Any advise would be appreciated.

If it's easier to talk. give me your phone number off list and I will pay
the long distance charges.

Thanks,

John Annunziello
Records Information Specialist
Toronto and Region Conservation Authority
5 Shoreham Drive
Downsview, Ontario M3N 1S4
(416) 661-6600 ext. 5272
fax:  (416) 661-6898
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