Survey of document and content management systems
As part of the records survey described above - to provide you with all the information you need to specify the EDRM solution you need to ensure you gather detailed data in the following three areas:
For all your existing paper-based, electronic and hybrid document and records and content management systems - gather data on current practices including how:
they are captured/created
they are indexed/organised/managed
they are stored and copied/backed-up and archived
they are assigned retention schedules
security and access controls are provided
they are routed/distributed across the education organisation
they are retrieved and viewed and copied/printed
they are reused, annotated and edited
they are delivered, published on web sites, via digital media, in printed publications
they are reviewed and disposed of
For all your existing paper-based, electronic and hybrid document and records and content management systems gather volumetric data
Review your existing IT infrastructure including the applications used to create documents/content and existing electronic document, records and content management systems and paper records management software
Current document, content and records management practices
The document/records/content review, together with your analysis of business activity and your completed questionnaires need to provide for each document/record/content management system or series a detailed review of the current lifecycle.
The exact approach taken and the data gathered will vary depending on the type of documents, content and records being surveyed.
The data you gather here is vital to help you conduct the tasks described in stages four, five and six below and also relates closely to stage one above.
Stage one reviews the system modules that are available. You can only select which modules you require after you have surveyed existing systems and decided what your key requirements are.
Stage four reviews the options available to you for improving your current systems and implementing an EDRM solution. You can only assess those options and select the best option once you have surveyed your current systems and identified the areas where improvements are needed.
Stage five looks at how to construct a business case for the preferred solution. To compile that case you need to have documented and analysed your current systems and identified the areas where improvements are needed.
Stage six reviews the detailed data you need to compile to specify your requirements for the preferred solution. You can only specify your requirements in detail once you have reviewed your current systems and agreed your objectives and your high level requirements and the preferred approach you are going to take to procuring an EDRM solution.
Hence this information gathering stage is vital and it is essential that you gather all the data relating to the current systems and interview all the key stakeholders to identify their views on the shortcomings of the current systems and the new functions and features they need from the new system.
