1. Implementation of an EDMS System
Earl C. Rich, CRM

2. Environment S&P 500 energy company 6 main operating divisions
100+ total companies
49 separate regulatory jurisdictions
5,000+ employees
2 labor unions (IBEW & OPEIU)
High % of Professional Engineers (packrats)
Locations throughout U.S. & Guatemala

3. Task Over 50tb of unstructured data
30,000,000+ individual records stored on network
Over 5tb of info on active system
Millions of s in active system
Approx. 4tb of info on archives
Millions of in archive system
Train all employees on new EDMS system

4. Tools Records Retention Schedule
Total of 9 policies & procedures regarding records management
Strong support from Legal Department
CA Records Manager (formerly known as MDY – FileSurf)
Approximately 150 Records Coordinators
Approximately 50 Records Administrators
Records staff comprised of 3 people

5. Issues
Dichotomous views on management of s by IT & Records Management
Annual growth rate of over 100%
Tight deadline of migration
Packrat mentality permeates the corporate culture
Upcoming FPSC rate case
Did I mention only 3 RM staff members?

6. Challenges
Implementing/encoding existing retention schedule into EDMS application
Developing internal security (ethical walls)
Establishing and managing users within the system
Developing internal infrastructure
Automating the distribution of destruction forms
Post-implementation support

7. Challenges (continued)
Antiquated file types
De-duplication of redundant information
SharePoint
Lack of time & attention from employees
Technical issues with massive roll-out
Training, training, training

8. Successes
Achieved dual integration with current and existing systems
Eliminated hundreds of thousands of s within the first few weeks of deployment
Defined generic department-specific infrastructure for filing electronic records
Developed compliance form and distribution plan for employees signature after implementation

9. Suggestions Define metrics early and very granular
Incorporate stakeholders throughout organization on front-end of project
Oversize storage capabilities
Budget for post-implementation support
Plan for the future (divestment or acquisition of new companies)
Spend the extra bucks for detailed deployment-specific documentation from vendor (you will need it)

10. ???Questions???

11. Thank you!!!
Earl C. Rich, CRM