RDIMS BEST PRACTICES - PBworks

1 RDIMS best PRACTICES Version RDIMS best PRACTICES 29/03/2006 RDIMS Ref No.: NCA-244752 iiiTable of Contents 1 DOCUMENT 1 1 1 2 RDIMS best PRACTICES .. 2 2 Senior Management .. 2 RDIMS Steering Committee .. 2 Project Director .. 2 Project Manager .. 2 Functional Team 3 Technical Team 3 Information Manager .. 3 PROJECT 3 Implementation Planning .. 4 Financial Planning .. 4 Records Management Planning .. 5 Information Management Planning .. 5 Communications Strategy ..5 Change Realization .. 6 Implementation 6 RDIMS TEST 7 INFORMATION ARCHITECTURE AND INFORMATION 7 Functional 7 Testing.

2 7 Support .. 7 8 Timing .. 8 Training Documentation .. 9 End-User Training .. 9 Logistical Coordination .. 9 Feedback and Evaluation .. 9 IT Infrastructure Classroom Training .. 10 10 Training Environment .. 10 10 Classroom Facilities .. 11 Optimizing Use of System ..11 POST-IMPLEMENTATION 12 RISK 12 Version RDIMS best PRACTICES 29/03/2006 RDIMS Ref No.: NCA-244752 iv 3 RDIMS PERFORMANCE GUIDELINES .. 13 FOR 13 Setting Defaults .. 13 Searching for Documents in RDIMS .. 14 Document 14 Document Retrieval .. 15 Selecting Section and 15 Document 15 Comments Field .. 15 Relating 15 15 Viewing Documents in RDIMS .

3 16 Emailing Documents and Records .. 16 Compressed 16 Off-line Use of RDIMS .. 16 FOR ADMINISTRATORS AND IM 17 Saving and Archiving Documents in 17 Importing Documents into RDIMS .. 17 Declare as Record .. 17 Document Retrieval .. 17 Document 17 Document 18 Use of Projects .. 18 Sharing Projects .. 18 Sharing Quick Email Default Settings .. 18 Users Leaving a Division or the 18 ANNEX A A-1 Table of Figures Figure 1: Profile Default Form .. 13 Figure 2: Search Form .. 14 Figure 3: Default Document Access .. 14 Figure 4: Document 15 Figure 5: Document Mailing 16 Figure 6: Check-out Documents .. 17 Version RDIMS best PRACTICES 29/03/2006 RDIMS Ref No.

4 : NCA-244752 11 Document Overview Background The Government of Canada (GC) has identified an overwhelming and urgent need for an electronic document and record management (EDRM) system to meet the needs of its diverse users, comply with regulatory standards, and control the significant costs associated with meeting these requirements. The Treasury Board of Canada Secretariat (TBS) has chosen and established the Records, Documents, and Information Management System ( RDIMS ) as the suite of applications for records and document management in the federal government as part of the Shared Systems Initiative. The product suite is the culmination of a multi-year collaborative effort by government departments to define their shared functional requirements for electronic document and records management, and to acquire a comprehensive solution to those requirements.

5 RDIMS is an electronic document and records management solution designed to manage documents and records throughout their life cycle and facilitate the sharing of information within departments and across the GC. RDIMS integrates commercial-off-the-shelf software to operate as a single, seamless application in an electronic work environment. The system establishes corporate repositories for the effective implementation of information policies and standards, and provides functionality to capture, manage, share document based information until it no longer has value. The RDIMS solution combines functionality for document management, records management, workflow, routing, imaging, and reporting.

6 All software and supporting documentation is offered in both official languages. Purpose The purpose of this document is to provide an overview of best PRACTICES and lessons learned when implementing RDIMS in GC departments and agencies. This information is a supporting document to the RDIMS Project Implementation Plan and the RDIMS Implementation Project Charter and can be used to develop a business case for an RDIMS implementation project. Version RDIMS best PRACTICES 29/03/2006 RDIMS Ref No.: NCA-244752 22 RDIMS best PRACTICES Governance A formal structure must be established for the governance of the project that follows the Treasury Board Secretariat enhanced framework upon funding approval.

7 It is also imperative that the project charter identifies a dedicated project director and project manager exclusively for the RDIMS project. Key governance positions and responsibilities are listed below. Senior Management Senior management support is critical. Senior management and designated members must regularly attend and remain involved in meetings for the duration of the project to ensure continuity and effectiveness. Other responsibilities include: Inspire and encourage staff to share information and knowledge; Raise awareness of responsibilities and the importance of information management (IM); Promote the widespread and regular use of RDIMS ; Reward the sharing of information; and Assist the RDIMS Project Office in promoting RDIMS .

8 Senior management should be closely involved in the creation of business rules, metadata standards and training. This will help to further the understanding of users responsibilities with respect to the management of information. RDIMS Steering Committee The RDIMS Steering Committee is responsible for providing overall guidance to an RDIMS implementation strategy, and to review and accept its deliverables. The Steering Committee is also responsible for the coordination of all parties as stated in the RDIMS Implementation Project Charter. Members of the Steering Committee must attend meetings regularly and remain involved throughout the duration of the project.

9 Project Director The RDIMS Project Director is responsible for the overall project direction and is secretary to the RDIMS Steering Committee. The Project Director s responsibilities include: Reporting to the RDIMS Steering Committee; Liaising with senior management; Liaising with regions. Project Manager The RDIMS Project Manager is responsible for the implementation of the RDIMS project and reports to the RDIMS Steering Committee. The Project Manager s responsibilities also include: Developing and reporting on the progress of the RDIMS implementation plan; Contracting and managing resources; Reviewing similar organizations with a primary focus on change management issues; Recommending organizational change to support an RDIMS implementation project.

10 Version RDIMS best PRACTICES 29/03/2006 RDIMS Ref No.: NCA-244752 3It is important that the Project Manager establish a set of values such as respect, professionalism, teamwork, and client-oriented service to guide the project team throughout the implementation process. These values should be discussed and shared with regional project teams to ensure that goals and efforts throughout the Department are aligned. Functional Team Leader The Functional Team Leader is responsible for all non-technical aspects of the RDIMS project, such as: Functional analysis Migration strategy Development of business rules Metadata standards Business helpdesk Training Technical Team Leader The Technical Team Leader is responsible for all technical aspects of the project such as.