ARMA Vancouver Island and Government Records Services EDRMS in Theory and Practice October 8, 2016
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1 ARMA Vancouver Island and Government Records Services EDRMS in Theory and Practice October 8, 2016 Law Society of British Columbia. See >Terms of use
2 Our Safari into EDRMS Presented by Bernice Chong, Manager of Operations at the Law Society of B.C. Law Society of British Columbia. See >Terms of use
3 Itinerary Operations and functions History of records and Information management ARMA s principles Processes Challenges Lessons learned
4 Mission: The principle aim of the Law Society of BC is a public well-served by a competent, honourable and independent legal profession. The secondary aim is the promotion and protection of lawyers interests provided it does not derogate from the principal aim.
5 Functions Operational functions Admission Investigations Practice advice Audits, research, analysis Informing & protecting public Custodianships, locums Lawyers Insurance Fund
6 Staff Breakdown Staffing 13% 51% 24% 12% 101 Administrative professionals 47 Lawyers 26 Managers 24 Professionals (Accountants, Human Resources, etc.) Managers Lawyers Professionals Admin
7 A Brief History Centenary archives Legal archives transfer LSIS - Membership database Full-time Manager & Records Clerk Present - Records & Information Management Analyst Records Assistant, Records and Library Technician,
8 Information Culture Little appetite/appreciation In house databases E-Drive: departmental groupings P-Drive: personal files Official record was paper copy Name-it, file-it, destroy-it reduction
9 Core Process Review Categories of solution EDRMS Communications New processes Policy changes Training Access to information
10 Core Process Review Findings Solutions were not compatible Universal spreadsheet Colour coded binders Historical records digitized Scan reports for access
11 Next Step Consulted with third party regarding Law Society Information System Case management system Leveraging LSIS Business & IT policies Law Society culture impact How records are managed
12 ARMA s Principles Level 1 (Sub-Standard)-recordkeeping concerns are not addressed/ad hoc Level 2 (In Development)-recognition that recordkeeping is important Level 3 (Essential)-legal requirements met Level 4 (Proactive)-initiating improvements Level 5 (Transformational)-integrated governance into corporation
13 Information Management Assessment Report Findings Accountability Transparency Integrity Protection Compliance Availability Retention Disposition Most standards were rated as in development Law Society not an information centric culture
14 Implementation Process 1. Principles 2. Best practices 3. Results of CPR 4. Funding 5. Phases
15 Standards for the Project External standards ISO Records Management, ARMA, CAN/CGSB , DoD Results will comply with Legal Profession Act, FOIPP, Canadian Evidence Act, Limitation Act Different information management processes and policies LSIS modifications
16 LEO It s the king of the jungle and it s the biggest project, the Law Society has ever undertaken to date.
17 Time Frame Phase 1: Plan Phase 2: Design Phase 3: Procure Phase 4: Implement Phase 5: Pilot Phase 6: Rollout October December 31, 2011 January 4- March 31, 2012 April 1-June 30, 2012 July 1- September 7, 2012 September 8-December 31, 2012 January 1- June 30, 2013
18 Information Policy Principles Information is a critical asset Whole Law Society approach Respect for privacy Security access Transparency and accountability Responsibility of all staff
19 Privacy Information Management Policy Records Management Procedures EDRMS Classification, Retention, Disposition Record Procedures I.T. Computer Network Security Mobile Device Reasonable Use Legal Archives Document Security Imaging & Scanning Procedure Legal Holds Document Naming Guidelines Managing Case Files (LSIS) Remote Network Access Software, Hardware System Backup & Restoration Telecommunications
20 Because of Leo, every Law Society employee will play a role in managing and protecting our information one of our most important assets and will be empowered to access information and work collaboratively using best practices, all of which will enhance the employment experience and our ability as regulators.
21 Time Frame - Design Phase 1: Plan Phase 2: Design Phase 3: Procure Phase 4: Implement Phase 5: Pilot Phase 6: Rollout January 4- March 31, 2012 April 1-June 30, 2012 July 1- September 7, 2012 September 8-December 31, 2012 January 1- June 30, 2013
22 User Needs Survey Records & Information Management Analyst Myshkaa McKeen interviewed staff 188 persons Managers are not document creators Staff need tools to increase effectiveness
23 Leo Liaisons Gathering information Key issues Report back to departments Weekly meetings Feedback Taxonomy Security Metadata Migration plan Deadline: April 30, 2012
24 File Plan
25 Discipline File Plan
26 Case Files
27 Security Matrix
28 Migration Planning Official paper culture Duplicate copies City of Vancouver model Bencher, Executive Committee minutes into LEO Shut off shared drives Success of EDRMS No opting out
29 Document Profile Form
30 Researching Local Organizations Spring 2012 Local site visits City of Richmond City of Vancouver BC Securities Commission Powerex Questions Concerns
31 Safari into LEO
32 Time Frame - Procure Phase 1: Plan Phase 2: Design Phase 3: Procure Phase 4: Implement Phase 5: Pilot Phase 6: Rollout January 4- March 31, 2012 April 1-June 30, 2012 July 1- September 7, 2012 September 8-December 31, 2012 January 1- June 30, 2013
33 Request for Proposal 4 vendor demonstrations Contract finalized OpenText edocs RM OpenText 5.3. Edocs auto bulk filer by Traen PDF docs (OCR engine on the server side)
34 Time Frame - Implement Phase 1: Plan Phase 2: Design January 4- March 31, 2012 Phase 3: Procure April 1-June 30, 2012 Phase 4: Implement July 1- September 7, 2012 Phase 5: Pilot September 8-December 31, 2012 Phase 6: Rollout January 1- June 30, 2013
35 Implementation Myshkaa McKeen, Records & Information Management Analyst Built the taxonomy from scratch Tested the taxonomy construction IT did installations
36 Time Frame - Pilot Phase 1: Plan Phase 2: Design Phase 3: Procure Phase 4: Implement Phase 5: Pilot Phase 6: Rollout January 4- March 31, 2012 April 1-June 30, 2012 July 1- September 7, 2012 September 8-December 31, 2012 January 1- June 30, 2013
37 Pilot Project Selection based on: Risk Profile Technology skills Discipline Super user Expanded to other staff LSIS linking documents Useful Optional
38 Approvals October 18, 2012 CEO called meeting Finalize policies File plan Closure of shared drives Security Document profile cap
39 Time Frame - Rollout Phase 1: Plan Phase 2: Design Phase 3: Procure Phase 4: Implement Phase 5: Pilot Phase 6: Rollout January 4- March 31, 2012 April 1-June 30, 2012 July 1- September 7, 2012 September 8- December 31, 2012 January 1- June 30, 2013
40 LSBC Show their Pride
41 Evolution of Shared Drives The progression of documents saved in the shared drives.
42 Filing In June, 2013 we had 118,135 compared to 877 in June 2014.
43 June 30 - Project Completion
44 Lessons Learned Commitment from top Engage the staff Stay focused Close shared drives IT is your ally Find the influencers Simplicity is key Work with the business Hold onto your record principles Ongoing training Recognize your strengths Nothing is perfect
45 Knowledge Transfer Knowledge Transfer in LEO /6/
46 Things we did not Expect Privacy endorsement of EDRMS Legal holds RIM role Computer Literacy working group Knowledge management working group 10/6/
47 What s next? Test modules LSIS Business analysis Scanning pilot Documents as records Continued training Digital archiving
48 Thank you Questions Feedback Comments
49 References Arma International. (2014). Welcome to ARMA International!. Retrieved from CKNW News Talk AM 980. (2104). The Simi Sara Show. Retrieved from Drum Café. (2013). Drum Café. Retrieved from Law Society of British Columbia. (2014). The Law Society of British Columbia. Retrieved from MorgueFile. (2014). Biggest Bank of Images. Retrieved from ganization.
50 Where to find us Bernice Chong, Manager of Operations Law Society of British Columbia Myshkaa McKeen, Records &Information Management Analyst Law Society of British Columbia
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