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. 

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

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.

PDF

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.

PDF

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.

PDF

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.

PDF

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.

PDF