Resources and Tools

A collection of useful resource/reference material, and tools, for use in any stage of your electronic recordkeeping project. Check back regularly, as we add new items from time to time. 

e-Book "Impact of Tangible Capital Asset (TCA) Accounting on Electronic Recordkeeping Practices"

Municipal, county, and many regional governments have to deal with large-scale capital assets. This includes traditional assets such as facilities, fleets, and equipment, but also linear assets such as roads, water distribution, and storm drainage. Managing these assets in today’s digital environment is yielding massive volumes of electronic records related to capital assets. Applying a modern Electronic Document & Records Management System (EDRMS) to an asset-intensive environment calls for significant changes in the way electronic records are managed. The traditional retention schedule will have to change to accommodate the capabilities of modern electronic recordkeeping software. Electronic recordkeeping practices and approaches must be adapted to the unique challenges presented by an asset-intensive environment.

This ground-breaking book by Bruce Miller examines and quantifies the specific changes to electronic recordkeeping processes and practices that are necessary to deal with high volumes of digital records related to capital assets. It describes highly prescriptive processes that can be put in place with any modern electronic recordkeeping software. This is an essential read for anyone considering the implementation of EDRMS in any asset-intensive environment. The approach and processes called for in this book are fully compliant with modern tangible capital asset accounting practices in place in most municipalities today. Through his consulting company RIMtech Consulting, Bruce also offers extensive online training on this important and growing area of modern electronic recordkeeping.

e-Book

Re-Envisioning the Retention Schedule

This paper introduces the principle of a software ready retention schedule. This is a new approach to the design and construction of a retention schedule suitable for use in a modern EDRMS solution.

PDF

 Contribution of Repstor to Recordkeeping Compliance 

Email represents a significant source of important records of business value. In a true recordkeeping compliance setting, these emails are assessed for their business value/relevance, and those of value are brought under control of the recordkeeping processes of modern EDRMS (Electronic Document & Records Management System) systems. In this report, we explore and quantify the RIM requirements for products such as Repstor that integrate Outlook with SharePoint, and examine how Repstor contributes to recordkeeping compliance.

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EDRMS Retention Rule Use Cases

A summary of common retention rule configurations found in EDRMS solutions.

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Common Categories in SharePoint

A brief explanation of common categories in an EDRMS. Common categories are retention schedule activities found in multiple business units within an organization. This paper examines the challenges involved in creating these categories as libraries in SharePoint Online.

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TCA-Compliant Municipal Retention Schedule

This retention schedule has been developed by Bruce Miller of RIMtech Consulting. It is a comprehensive and fully functional retention schedule developed specifically for US and Canadian municipalities, containing everything except legal citations. Based on the traditional function/activity model, this is a state-of-the-art software-ready retention schedule developed specifically for municipalities, for use in an EDRMS project. It is fully compliant with Tangible Capital Asset (TCA) asset management accounting practices found in most municipalities today. This retention schedule contains most, if not all, of the business activities found in many municipalities today. It can be used and deployed out-of-the-box, or as a powerful baseline template. Features:

 

  • 55 business functions, over 900 business activities (categories)

  • Fully TCA compliant

  • Accommodates the management of traditional and linear assets

  • Machine-readable for direct importation by software

  • Segregation of common and shared business activities

  • Fully utilizes the capabilities of modern electronic recordkeeping software:

    • Multiple retention rules per category

    • Value-based retention assignment

    • Accommodates published records

    • Supports document supersedence

    • Accommodates continuously updated logs and databases

  • Accommodates PII and sensitive information

  • Supports dual retention treatments, one for business (provided) and one for legal (not provided)

  • Handles case records in accordance with EDRMS methods

 

RIMtech’s TCA-compliant municipal retention schedule is available at no charge to qualified US and Canadian municipalities, counties, and regional governments. To obtain a copy simply fill in the request form on RIMtech’s website. If you qualify, a copy will be sent to you within two business days. Contact natalie@rimtechconsulting.com with any questions.

Microsoft Excel Workbook

IMA Roles, with Effort Estimator

This spreadsheet specifies the various roles of the IMA (Information Management Administrator) and the effort required for each role. Adjust the assumptions and it will calculate the total effort required.

Excel Spreadsheet

Microsoft M365 Vs. Govt. of Canada EDRMS Requirements

This spreadsheet lists the 355 Government of Canada EDRMS requirements and shows how GCDocs (OpenText) and M365 (Microsoft) meets the requirement (or not).

Excel Spreadsheet

Webinar - ARMA Canada 

Re-Envisioning the Retention Schedule

This is a recording of the ARMA Canada Connect Series Webinar entitled "Re-Envisioning the Retention Schedule". Bruce Miller delivered the session. 

MP4 Movie

Webinar - Email is your most challenging record - Learn How to Capture and Manage it Correctly

This is a recording of the a joint RIMtech/Repstor webinar October 9 2020. 30 minute duration. Bruce Miller talks about the mechanics and importance of managing email as records, and Jack Owens of Repstor demonstrates how email is managed with Repstor.  

MP4 Movie

The Six Must-Dos

A high-level introduction to the six things you must do for a successful EDRMS project.

PDF

Tangible Capital Assets for Municipalities

A RIMtech White Paper for municipalities.. A comprehensive treatment of how Tangible Capital Assets are to be properly managed in a modern retention schedule. Explains TCA and how retention is to be applied, with supporting examples.

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Govt. of Canada Recordkeeping Compliance Assessment

OpenText GCDocs® vs. Microsoft 365®

This detailed report assesses the extent to which Microsoft’s M365 platform meets the government of Canada’s EDRMS (Electronic Document & Records Management System) requirements, and to a lesser extent, how it compares with the GCDocs solution from OpenText, which is Canada’s vendor of record for electronic document and records management.

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Retention Schedule, Pre-Interview Warmup

Send this document to interviewees prior to a retention schedule interview. It will help them understand the what, why, and how of the upcoming interview, and shorten interview duration.

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Metadata Mapping, Pre-Interview Warmup

Send this document to interviewees prior to a metadata mapping schedule interview. It will help them understand the what, why, and how of the upcoming interview, and shorten interview duration.

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Sample Retention Schedule

A complete state of the art modern software-ready retention schedule, in reusable format. Contains actual categories for a real municipality. You can edit for your organization.

Excel Spreadsheet

EDRMS Software Demonstration Requirements

When evaluating EDRMS software vendors, ask them to demonstrate the capabilities outlined in this document. This is what you should see in every EDRMS demonstration.

Excel Spreadsheet

EDRMS RFP Functional Requirements

If you’re writing an RFP for an EDRMS solution, this is a comprehensive list of functional requirements you should be seeking. Use this as a base for your overall requirements.

Excel Spreadsheet

EDRMS Testing and Training Requirements

For any EDRMS solution, you’ll need the supplier to provide necessary training, and you’ll need to test that the system performs properly. This document details the types and duration of training typically needed in an EDRMS acquisition, as well as testing procedures.

Excel Spreadsheet

EDRMS Training and Coaching Requirements

Training is never enough for a modern EDRMS project – you’ll need coaching on software and certain techniques. This document details the training and coaching, by subject, and specifies recommended duration.

Excel Spreadsheet

Introduction to Case Records

An introduction to case records, their importance, and how they must be handled within an electronic recordkeeping environment.

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Rules-Based Recordkeeping (RBR)

An introduction to RBR (Rules-Based Recordkeeping). An explanation of the concepts of RBR, the two different types of RBR rules, how they are deployed within electronic recordkeeping systems, with examples.

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