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... :>) List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance List archives at http://lists.ufl.edu/archives/recmgmt-l.html Contact [log in to unmask] for assistance