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Electronic Records Management Systems &
Electronic Government
IP3 Researcher & GRA Sherry L. Xie
2009-08-14
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Outline
• eGov in Canada
• eGov & EDRMS
• IP3 eGov-EDRMS Test Beds • Setting • Organization’s goals • IP 3 expected outcomes • Progresses
• Summary
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eGov in Canada
• eGov – Use of ICT (esp. Internet) to provide
• Government Information & Services online – Business process transformation -
Information/Service integration
• Canada – eGov initiatives at federal, provincial, municipal
levels
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eGov & RM
• All eGov initiatives identify Records & Information Management (RIM) an integral component
• An EDRMS or ECM is considered currently the most effective way of managing unstructured records
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eGov & RM
Records Management (EDRMS / ECM)
Effective
Transparent Accountable
Responsive
Efficient eGov Goals
Nimble
Business Process Transformation
Information/Services Integration
Organization
Accessibility Quality
Creation Sharing
Security
Preservation
Control
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IP3 eGov-EDRMS Test Beds
• Canadian Tourism Commission – Federal Crown corporation
• City of Vancouver
– Largest municipality in BC
• City of Surrey – Second largest municipality in BC
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Canadian Tourism Commission
• Setting
– Separated from Industry Canada in 2001: no RM program or personnel
– RMger created in 2006 • Organization’s goal
– Comply with RM standards and follow RM best practices • IP Expected outcomes
– Findings from a case which starts with ...
• Progresses …
• Developing an organization-wide RM policy • Developing a true function-activity-based classification system
• Developing RM guidelines and procedures • Using shared drives to implement the system & train users
Implementation of an EDRMS
Managing Current Records Transferring Archival Records
Library & Archives Canada
Moves towards
Capable of Capable of
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Canadian Tourism Commission
… • Progresses
– RM policy developed & approved
• IP involvements – Concepts – Chain of Preservation (COP) model
– Developing function-activity-based records
classification & retention system • IP involvements
– UBC-project rules – Diplomatic analysis
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City of Vancouver
• Setting
– RM program (By-law, policy, integrated classification system & retention schedules) in place
• Organization’s goal – Implement an EDRMS & build an OAIS-compliant digital archives
• IP Expected outcomes – Findings from a case which starts with
• Progresses …
Implementation of an EDRMS (HP-TRIM)
Managing Current Records Transferring Archival Records
City Archives
• Updating of RM By-law & policy • Modification of classification system
• Building of an OAIS-compliant; open-source oriented DA
Cause
Capable of Capable of
Motivate
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City of Vancouver • ... Progresses
– 190 users of the EDRMS (5000 in 2012) – Digital archives development
• use case scenarios & activity diagrams completed – Application of OAIS
• Function requirements analysis completed – IP involvement
» Mapping of activity diagrams with IP COP model’s process portion
• Metadata requirements analysis – IP involvement
» Mapping of PREMIS; METS … with IP COP model’s metadata portion
• Determination of transferring unit from EDRMS to DA: SIP b/w AIP
– IP involvements » Diplomatic analysis of records » Application of concept of digital component
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City of Surrey
• Setting
– RM program (By-law, Corporate File Plan) in place • Organization’s goal
– Implement an ECM with all servers appraised for unstructured digital records being migrated into the ECM
• IP expected outcomes – Findings from a case which starts with …
• Progresses …
• Development of a New RM By-law & a New RM Manual • Updating of the File Plan
• Appraisal of existing records for ECM migration • Application of the updated file plan to records in ECM
Implementation of an ECM (OpenText Livelink) Capable of
Managing current records And Digital archival records City Archives
As a Business Unit
Cause
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City of Surrey
… • Progresses
– ECM rolled out to one business unit in 2009 – Rest of the City in 2010 – Server inventory, file formats examination, assessment of
record status • IP involvement
– IP concepts – Diplomatic analysis
– Records appraisal for migration • IP involvement
– IP selection model – Records preservation using the ECM
• IP involvement – IP preservation model
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Summary Implement ECM
ECM = DA Changes to RM By-law, Policies, Processes, & tools
Implement EDRMS Build In-house DA
Build linkage b/w EDRMS and DA Changes to RM Policies, Processes, & Tools
Develop RM Policies & Procedures Design RM intellectual foundations
Collaborate with LAC Implement EDRMS
Concepts Diplomatic Analysis COP model UBC-project rules
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Stay Tuned!
For final findings from these three test beds …