Case Study

EDRMS Implementation

Information Matters™ supported this independent regulator, with a wide range of EDRMS support services, to assist with their Microsoft SharePoint implementation. The initial work focused on developing a file plan, which was followed by development of information management policies and standards, EDRMS process design, SharePoint specification, and a thesaurus.

Client: Independent Regulator

Project:

EDRMS Implementation

Details:

Information Matters™ supported this independent regulator, with a wide range of EDRMS support services, to assist with their Microsoft SharePoint implementation. The initial work focused on developing a file plan, which was followed by development of information management policies and standards, EDRMS process design, SharePoint specification, and a thesaurus.

Project background

The first stage of the project was to design a corporate file plan (CFP) - a structured hierarchy of electronic folders established in a common location, used for storing, sharing and managing information important to the business.

The Regulators records management strategy involves a transition from paper to electronic record keeping. The technology at the heart of this strategy is Microsoft SharePoint, and the corporate file plan is the key interface between SharePoint and the users.

The design process consisted of two main phases. Firstly, Information Matters™ consultants undertook one-to-one business analysis sessions with key managers across the departments. These were used to identify key processes and activities, interactions with other teams and processes, and any key information management issues. The outputs from these sessions were then used to design the corporate file plan itself. The next phase involved presenting the draft file plan to the Local Information Managers, in order to obtain their input to ensure that the file plan was fit for purpose.

Information Matters™ was ideally placed to assist this regulator, and comfortably met all of the selection criteria, including experience of designing file plans for central government departments, a practical approach towards file plan development (rather than a strict purist approach), and experience of Microsoft SharePoint.

Based on Information Matters™ unique understanding of both information management techniques (such as file plan design) and information technology and systems (such as MS SharePoint and other electronic document and records management systems), Information Matters™  were then tasked with developing a whole range of policies and standards to support the SharePoint implementation (such as a thesaurus and digital preservation policy).

Information Matters™ were also tasked with outlining the SharePoint specification, including models for workspaces and the Records Centre, along with audit and reporting requirements, and search and retrieval requirements.

Successes, benefits realised and the value added during the assignment

The work Information Matters™ undertook in this project resulted in numerous benefits, such as:

better access to high quality information – thus improving quality of decisions,
saving time and money when searching for records,
improved compliance with the Freedom of Information Act and Data Protection Act,
avoiding loss of corporate memory,
the ability to data share easily across different teams.

Lessons learnt and customer-consultant relationship

Information Matters™ consultants and the customer formed a strong partnership over the period of the contract. The high quality of our initial work developing the corporate file plan led on to Information Matters™  being tasked with additional activities, such as designing the specification for SharePoint and designing processes around the use of SharePoint. Our flexibility and range & depth of skills contributed significantly to the strong relationship between the consultants and the customer.

Skills / knowledge transferred

The consultants worked in close partnership with the Regulator’s Information Manager to ensure that skills and knowledge were effectively transferred. Information Matters™ provided a wide range of SharePoint expertise to the customer.

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