1. Electronic Records Management Repository Irma Trottier – Manager, Records and Electronic Information Management Mark Southron – Team Lead, Information Management and Internet / Intranet Solutions

2. The DoE Environment An Introduction to ERMR Records Flow Model Building on past successes

3. Project started 6 years ago Tasked with ensuring DoE records meet RM and FOIP requirements Scanning of Paper into Electronic Format Organizing of Electronic Data To date, 34 projects have been completed. Over 5.5 million records in our EIM repositories. What is ERMR?

4. The Records Flow model

5. Local C: Drive Private Q: Folders / Data Shared P: Folders / Data Organized P: folders / Data Sharepoint Sites Livelink Repository The EIM process builds on past successes

6. Private Folders / Data Disorganized No ability to share Everyone has a unique structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

7. Shared P:\ Folders Data Disorganized Ability to share Everyone has a unique structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

8. Organized P: Folders/Data Organized Ability to share Everyone uses a shared structure No auditing No versioning No metadata No custom views Limited searches Difficult for FOIP Difficult for Litigation Not an Official Record source No support for Long term disposition

9. Sharepoint Sites Well Organized Ability to share Everyone uses a shared structure Audit file writes Advanced Versioning Unstructured Metadata Custom views Good Searches Good for FOIP Good for Litigation Not an Official Record source No support for Long term disposition

10. Livelink Repository Very well Organized Ability to share Everyone uses a shared structure Audits all access Advanced Versioning Structured Metadata Advanced Views Advanced Searches Excellent for FOIP Excellent for Litigation Recognized as Official Record source Supports long term disposition

11. Project Participants Roles & Responsibilities Monitoring Progress A typical ERMR project

12. Project Champion (Sponsor) Business Lead Project Lead Subject Matter Experts Administrative help IT Support RM Support Project Participants

13. Roles & Responsibilities (1 of 2) RoleResponsibility Project Champion (Sponsor) -Sign off project charter -Ensure Executive & Branch support -Approval of final results of project Business Lead-Guidance & Direction -Ensuring resource availability -Steering committee meetings Subject Matter Experts-Participate in working group meetings -Representing their branch for decisions -Ensuring business requirements detailed in design document Administrative Help-Processing of documents (as needed) -Work with RM in transition process

14. Roles & Responsibilities (2 of 2) RoleResponsibility Project Lead-Facilitate overall project -Project scoping & records assessment -Delivering design document -Reporting to steering committee IT Support-Provide technical support -Build solution -System testing & support -Synchronize activities with other IT initiatives RM Support-Provide RM Business decisions -Monitor RM risks and issues -Make RM resources available to project -Synchronize activities with other RM initiatives

15. Expected Meetings (1 of 3) MeetingFrequencyOutcome Initial Contact (email) 1Commitment to introduction meeting. Who will be attending. Introduction1Answers required for assessment List of SMEs, Project Sponsor, BL Basic timings for project start Options review1Select among the options from the records assessment. Project Charter signoff 1Signed Project Charter

16. Expected Meetings (2 of 3) MeetingFrequencyOutcome Kickoff1Group introduction. Project introduction. Align schedules. Benefit Gathering1GPS area benefits gathering process. What are the expected outcomes of the project? Design/Work meeting(s) 3 to 10Design the solution Benefits met meeting 1GPS area benefits gathering process. Were the expected outcomes of the project met?

17. Expected Meetings (3 of 3) MeetingFrequencyOutcome Progress reportMonthly until project closes Monthly status meetings for the project sponsor. EIM Project Review QuarterlyReview of all EIM projects.

18. Three phases: Phase 1: The development, design and implementation of the solution Phase 2: The transition of records into the solution Maintenance: Continued support for the implementation Project Phases

19. Regular steering committee reports Summary of Project Health Corrective Actions (if any) Issues, Lessons Learned, Recommendations Completed work / Planned work Budget vs. Actual Completion and Projections Progress reports

20. Progress Reports (1/2)

21. Progress Reports (2/2)

22. Questions? Thank you