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Implementation of an EDMS System Earl C. Rich, CRM
Environment • S&P 500 energy company – – – – 6 main operating divisions 100+ total companies 49 separate regulatory jurisdictions 5, 000+ employees 2 labor unions (IBEW & OPEIU) High % of Professional Engineers (packrats) Locations throughout U. S. & Guatemala
Task • Over 50 tb of unstructured data • 30, 000+ individual records stored on network • Over 5 tb of info on active e-mail system • Millions of e-mails in active system • Approx. 4 tb of info on e-mail archives • Millions of e-mail in archive system • Train all employees on new EDMS system
Tools • Records Retention Schedule • Total of 9 policies & procedures regarding records management • Strong support from Legal Department • CA Records Manager (formerly known as MDY – File. Surf) • Approximately 150 Records Coordinators • Approximately 50 Records Administrators • Records staff comprised of 3 people
Issues • Dichotomous views on management of emails by IT & Records Management • Annual growth rate of over 100% • Tight deadline of e-mail migration • Packrat mentality permeates the corporate culture • Upcoming FPSC rate case • Did I mention only 3 RM staff members?
Challenges • Implementing/encoding existing retention schedule into EDMS application • Developing internal security (ethical walls) • Establishing and managing users within the system • Developing internal infrastructure • Automating the distribution of destruction forms • Post-implementation support
Challenges (continued) • • • Antiquated file types De-duplication of redundant information Share. Point Lack of time & attention from employees Technical issues with massive roll-out Training, training
Successes • Achieved dual integration with current and existing e-mail systems • Eliminated hundreds of thousands of emails within the first few weeks of deployment • Defined generic department-specific infrastructure for filing electronic records • Developed compliance form and distribution plan for employees signature after implementation
Suggestions • Define metrics early and very granular • Incorporate stakeholders throughout organization on front-end of project • Oversize storage capabilities • Budget for post-implementation support • Plan for the future (divestment or acquisition of new companies) • Spend the extra bucks for detailed deployment-specific documentation from vendor (you will need it)
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Thank you!!! Earl C. Rich, CRM