Stage 4: Feasibility study and options review

Reason for stage

This stage is designed to help the project team to identify the most appropriate policies, procedures, standards and system modules to implement to improve upon and remedy the weaknesses identified in stage three, step four of the toolkit (survey of existing systems) and ensure that their education organisation meets the record keeping requirements identified in stage three, step three of the toolkit.

Definition of stage

Stage four takes you through the feasibility or options review stage.

Firstly you need to review the different record keeping strategy options available to you and decide the preferred strategy for your education organisation to ensure your education organisation meets its record keeping requirements.

Secondly you need to review the different options for implementing an EDRM solution and decide on the preferred solution for your education organisation.

The main focus of this toolkit is on selecting the preferred EDRM solution for your education organisation. However, it is difficult to achieve that if you have not agreed the preferred overall records management strategy for your education organisation. That is why stage four also guides you through at a high level the record keeping strategy options. From stage five onwards the scope of this toolkit is limited to implementing the EDRM solution selected at the end of this stage.

Stage four is therefore divided up into two steps.

Step one looks at the different record keeping strategy options available to your education organisation to meet its record keeping requirements. This includes the most appropriate policies, procedures, standards and system modules. At the end of the step you need to have agreed and defined the preferred strategy for your education organisation.

Step two looks in more detail at one key aspect of the strategy and the focus of the remainder of this toolkit – the EDRM solution. Step two builds on the data provided in stage one and the data gathered in stage three and reviews the different options for implementing an EDRM solution and how you can decide on the preferred solution for your education organisation. At the end of the step you need to have agreed on the preferred EDRM solution for your education organisation.

Objectives of stage

The key objective for stage four is that after reading it the EDRM project team will be able to decide whether or not they have considered all the options that should be reviewed at the feasibility stage and selected the best option for their education organisation.

This stage takes you through the feasibility or options review stage. Firstly you need to review the different record keeping strategy options available to you and decide the preferred strategy for your education organisation. Secondly you need to review the different options for developing an EDRM solution and decide on the preferred solution for your education organisation. The main focus of this toolkit is on selecting the preferred EDRM solution for your education organisation. However, it is difficult to achieve that if you have not agreed the preferred overall records management strategy for your education organisation. That is why this stage also guides you through at a high level the record keeping strategy options. From stage five onwards the scope of this toolkit is limited to implementing the EDRM solution selected at the end of this stage.