State 1
Your education organisation has a designated records manager and is undertaking a programme of records management projects designed to set up and agree professional records management policies, procedures and systems. The EDRM project is planned as part of this overall records management programme.
In this ideal case the overall programme plan and timetable should show the records management projects starting ahead of the EDRM project and should show the key dependencies between them including the following:
A records management policy will be agreed and published prior to procuring an EDRM system;
A corporate records audit will be completed prior to procuring an EDRM system;
A corporate classification scheme/file plan will be designed and documented prior to implementing the EDRM system or will be scheduled to complete in step with the planned roll out of the system;
Retention schedules for all records listed in the audit will be agreed and documented prior to implementing the corporate EDRM system;
Procedures and systems for the management of semi-current and archive paper records will be agreed and documented prior to implementing the corporate EDRM system.
In this ideal case the EDRM project plan can take account of all the records management tasks that have been completed and some of the steps outlined in stages three, four and six of the toolkit can be significantly truncated or avoided.
