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.
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Webinar Recording "EDRMS Overview"
A 90-minute webinar delivered by Bruce Miller on April 1 2021. How to Build an Electronic Document/Records Management System based on Microsoft SharePoint. Hosted by ARMA Greater Seattle Chapter.
Graciously hosted by ARMA Greater Seattle Chapter. Considering recordkeeping compliance for Microsoft SharePoint/M365? Before you do anything, attend this in-depth webinar from Bruce Miller – author, independent consultant, and leading expert in electronic recordkeeping, and author of “Managing Records in Microsoft SharePoint”. Bruce will explain, in easily understandable terms, what you most need to know to make effective decisions and form a clear project plan going forward. He’ll explain the essential EDRMS concepts and principles you need to know, key EDRMS performance measures, the need to make your retention schedule software-ready, how to configure SharePoint for EDRMS, and how to automate all end user recordkeeping functions. He’ll also delve into M365 native recordkeeping capability versus third-party add-in software for records management. Clear, concise facts and concepts. Real-Life. Vendor neutral. Up to date. Stripped of jargon. Clearly presented. The best, most comprehensive EDRMS knowledge available today.
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.
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.
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.
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.
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 firstname.lastname@example.org 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.
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).
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.