A state agency with a well-established records management program and a robust physical records management solution in place determined that, as the volume of its electronic information grew, electronic records required similar governance and information lifecycle management. Electronic records were decentralized and stored in Outlook, and network drives maintained by individual end users. These unstructured repositories housed approximately 15TB of data. In 2015, an internal audit at the Agency found that:
As a result of these findings, the Agency received executive level approval and endorsement to undertake a multiyear project to implement an electronic records and information management (RIM) solution. In parallel to Agency-level activities, in 2011, a framework for the management of federal government records was mandated. The Agency was determined to stay ahead of state regulatory requirements and initiated the journey for electronic records in 2015. Subsequently, the State Library and Archives Commission established minimum standards and procedures (Electronic Records Standards and Procedures, September 2017) for the creation, protection, maintenance, retention, storage, disposition, and preservation of electronic state records as part of the records management program required for state agencies.
Electronic records were decentralized, stored in Outlook and network drives maintained by individual end users, and lacked life-cycle management.
As the result of the Agency’s competitive procurement process, Access Sciences was selected to partner with the Agency based upon our deep expertise in records and information management (RIM), change management, and track record of success in both government and private sectors in the design, development, and deployment of RIM programs. The project was designed to address solution development and implementation, as well as to provide individuals with the information and resources to master new processes and technologies. Project phases included:
As a result of this engagement, the Agency now has: