ARMA NOVA 2004 03 Meeting

The Elephant Moves: 

The Elephant Moves Two Approaches to Electronic Document and Records Management within the Enterprise

Thirty Second Summary: 

Thirty Second Summary Rolling out an electronic records and document management solution to the enterprise differs from a records department deployment in several ways. Rolling out to a very large enterprise has economies of scale in standardization. For better user acceptance, not everything should be standardized. Drawing the line between standardization and customization is the hard part.

Some Background on NMCI: 

Some Background on NMCI Navy Marine Corps Intranet Outsourced information infrastructure Mega contract between Department of the Navy and EDS Electronic records management capability built into desktop requirements

What Is Different About an Enterprise Deployment?: 

What Is Different About an Enterprise Deployment? Number of desktops/users Varied roles of users Goal of project Primary use of software Acceptance criteria Need for IT support

NNSOC Pilot Scope: 

NNSOC Pilot Scope Naval Network and Space Operations Command Action tracking and workflow 40 processes Policies and directives

NNSOC Pilot Structure: 

NNSOC Pilot Structure File structure—container, folder, sub folder, generic documents (document, e-mail, form, attachment, signature capture) Classification plan—none Retention schedules—9 time periods

NNSOC Pilot Participants: 

NNSOC Pilot Participants Participants—400 Security—6 levels; 11 workgroup caveats Training—optional 2 hours for end user; 4 hours for power user

MARFORLANT SJA Pilot Scope: 

MARFORLANT SJA Pilot Scope Marine Corps legal services office—Staff Judge Advocate Process-based deployment—37 business processes Source for performance metrics

MARFORLANT Pilot Structure: 

MARFORLANT Pilot Structure Record types—letters, FOIA, forms, legal assistance, reports/investigations File structure—command box, unit box, section folder, work folder (function-based), work sub folder, document (color-coded) Classification plan—5 levels, process-based Retention schedules—SSIC related in background Thesaurus—extensive resource

MARFORLANT Pilot Participants: 

MARFORLANT Pilot Participants 15 initial participants Security—5 user profiles (information mgr., information worker, end user, inquiry user, custom user Training—4 levels

Recommended Standardization: 

Recommended Standardization Security/access levels High level classification plan Simplified retention schedules Universal workflows

Benefits to the Enterprise: 

Benefits to the Enterprise Accountability Security Accessibility Collaboration, workflow Consistency=reduced training costs Aid to mobility

Contact Information: 

Contact Information Paula P. Thrasher (NNSOC) SRA International, Inc (703) 803-1902 paula_thrasher@sra.com Charles J. Lesko, Jr. PhD (MARFORLANT) BearingPoint (910)451-7636 cleskojr@bearingpoint.net

Questions?: 

Questions? Rachel Van Wingen, CRM Vice President, Customer Services and Support TOWER Software North America 703-547-5915 Rachel.vanwingen@towersoft.com www.towersoft.com