Do you have an ECM system or systems that you coordinate to meet your content management needs?
We are using TRIM and CaseWare (We perform the audits for the Provincial Government).
What vendor, platform, interface, software are you using?
The vendor would be HP http://h71028.www7.hp.com/enterprise/w1/en/software/information-management-trim.html we are using version 6 release 2 (however there is a release 7.1 wither out or coming out very soon).
Who at your institution/organization uses it (depts, work groups)?
I work with the Provincial Government of Newfoundland Labrador, most departments are now using TRIM to some extent to manage their records.
How many users do you have? In the office I'm currently with we initially only had mangers and up on, but have since started training the auditors so we have roughly 40 people using it in our office. I've worked at offices where there are up to 100+ people using it. I've been using TRIM now for over 8 years and love it.
What is the volume of your workflow, document management, records management, archiving program?
Workflow related we enter in the daily mail, the secretaries then place actions on it and staff members get an e-mail stating that they have an action.
Who was responsible for the implementation of your system(s)?
I'm responsible for the implementation.
What was the duration of the project, the resources needed, the cost?
We've only been using it here in my office since March of last year. Resources you will need people to enter data (not sure of the cost).
What were the roll out strategies (i.e. phases, modules)?
First interview all staff (managers and up) to ensure you have all the information that you need to go into the system, most of our stuff was put into excel sheets and imported that way.
What were the training needs for the success of the system(s)?
Training wise, the company that we deal with trains some staff as Administrators, then they are able to train the rest of the staff or you can have someone from the company do it for you.
How is/are your system(s) supported?
We are using a SQL 2008 server. I know the rest of government is using an oracle server.
What products/software does it interface with?
TRIM interfaces with all Microsoft office products, corel draw, web pages, zip files, new 7.1 version interacts with SharePoint, this is just a few that I could think of.
What barriers or lessons learned were found during this project?
Don't put in really big PDF's it can take a long time to open it. Definitely got to have executive support.
What did you see as needed success factors for this project?
Executive support. I just recently started training the audit staff in how to use and they are loving it. They can now get stuff that they had to go to their manager to get before. It's all at their fingertips.
Who do you work for and what is the size of your institution/organization? I'm currently working for the Office of the Auditor General of Newfoundland & Labrador. We have about 40 staff, 6 of which on the other side of the island and they have no trouble using TRIM. The manager out there finds it good as before he wouldn't get to see the mail that comes in on a daily basis. Now he gets it via TRIM.
If you have any other questions feel free to contact me off the list serv.
Andrea
Andrea Korpel
Information Management Technician II
Office of the Auditor General
Government of Newfoundland Labrador
PO Box 8700
St. John's, NL
A1B 4J6
Tel: 709-729-4056
Fax: 709-729-4200
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"This message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Any unauthorized review, use, disclosure or distribution is strictly prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message."
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Courtney Crocker
Sent: Wednesday, March 30, 2011 1:23 PM
To: [log in to unmask]
Subject: Enterprise Content Management
My name is Courtney Crocker, and I am the Records System Manager for a
municipal government department. The city has decided that one of its
project priorities for 2012 is an Enterprise Content Management (ECM) system
to be used for workflow and document management, digitization of public
records, public access, and archiving, retention, and disposition of public
records. The IT group is managing this project, but has no one on staff
with any ECM experience, and absolutely no understanding of records
management and archiving. They have performed a perfunctory stakeholder
analysis by interviewing representatives from every city department on what
they think they need.
Unfortunately, I am the only city employee that I am aware of with any
formal archival training, and have found few departments (all departments
manage their own records without a city wide policy or even departmental
policies) that are even aware of how to use the Municipal Records Retention
and Disposition Schedule. IT is currently performing its "best practices"
research and is expected to compile their findings by the end of the week.
One IT employee called and asked me to provide input as they were unsure of
how to do the research required for this phase of the project.
This ECM project is something that I am very invested in, and I am now
turning to this group for input so that I can gather accurate and applicable
information for IT. Would you please help me?
Here is the information that I am looking for:
Do you have an ECM system or systems that you coordinate to meet your
content management needs?
What vendor, platform, interface, software are you using?
Who at your institution/organization uses it (depts, work groups)?
How many users do you have?
What is the volume of your workflow, document management, records
management, archiving program?
Who was responsible for the implementation of your system(s)?
What was the duration of the project, the resources needed, the cost?
What were the roll out strategies (i.e. phases, modules)?
What were the training needs for the success of the system(s)?
How is/are your system(s) supported?
What products/software does it interface with?
What barriers or lessons learned were found during this project?
What did you see as needed success factors for this project?
Who do you work for and what is the size of your institution/organization?
I thank you all in advance for being willing to help me pull
together relevant information. I do not want this IT run project to fail,
and I am doing everything in my power to help it succeed. If you know of
anyone in an organization that would have answers for these questions that
is not associated with this list, could you please forward it to them?
Thank you for your time and assistance!
Courtney Crocker
Records System Manager
City of Raleigh, Development Services
One Exchange Plaza, Suite 707
Raleigh, NC 27601
Office: (919) 516-2234
Fax: (919) 516-2235
E-mail: <[log in to unmask]>[log in to unmask]
Website: www.raleighnc.gov
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