TECH4U Limited provides support to local authorities for the implementation of the Opentext EDRM system. Rolling out a document and records management system is a complex task requiring both analysis and implementation skills. Tech4U consultant, Dave Farmer is an experienced consultant with 10 years experience of local authority EDRM systems. The following examples highlight key areas that we can help with including analysis, design and implementation.
File Index Card design and implementation
The design and implementation of the index, or file, card is essential to ensure that the system provides adequate document retrieval options and is usable by end-users. The index card provides document metadata not only allowing the document to be located but also managed in terms of filing, security and retention. Index card designs must be optimised to ensure that minimal effort is required when storing documents whilst still containing sufficient information to enable efficient document retrieval and management. Index cards often contain metadata obtained from backoffice systems using middleware integration techniques.
Records Management and Security Architecture design and implementation
It is essential that documents stored within the EDRM system are managed to comply with Data Protection and FOI legislation. Document lifecycle must be determined and implemented to ensure that documents are retained and destroyed at the correct time and appropriate audit records maintained. Document security ensures that documents of a confidential nature are only viewed, or modified, by individuals with appropriate permission. The design and implementation of the security policy is a key part of the EDRM roll-out.
Automatic document indexing, file-plan creation and filing of documents
Documents are ideally saved into the EDRM with a minimal amount of reference information. Further information may then be added by utilising middleware integration components, or in Opentext by using the SmartOffice lookup functionality. Once a document has been saved it should be automatically filed into the agreed fileplan location if possible; this minimises the work required by a user when saving a document but still achieves a high degree of records management.
Integration with backoffice systems both at User Client and database levels
Opentext provides middleware functionality to allow data to be extracted from back office systems. The design and implementation of this integration layer is essential to ensure that existing systems are not compromised in terms of security and performance.
Bulk data extraction and bulk document loading
When implementing EDRM systems local authorities will often need to extract documents from existing systems for import into the new repository. Whilst this is not always possible without supplier assistance Tech4U Ltd does have experience in achieving this. The design and implementation of data loading tasks is also a key implementation component as documents may arrive via a number of channels including scanning agencies, back office systems, email and the public internet.
