Records Management Pilot: Using eDOCS to Manage Program Records

1
Records Management Pilot Using eDOCS to Manage
Program Records

Presented to 2009 Information Management
Conference

• John Davenport, Sr. Esq., Division Director
• Lorretta Bryant, Senior Management Analyst
• Records Management Division
• Office of the Associate CIO for Information
  Technology
• Planning, Architecture, and E-Government
• Office of the Chief Information Officer
• Department of Energy
• March 5, 2009

2
Outline

• eDOCS Overview
• ForeMost Stands
• Pilot Status
• Next Steps
• Contact Information
• QA

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eDOCS Overview

• eDOCS is DOEs implementation of the Documentum
  software suite that provides functionality for
• Document Management
• Workflow
• Action Tracking
• Collaboration
• Records Management

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eDOCS Overview CONT.

• eDOCS is being implemented by programs across DOE
  Headquarters
• MA-40 and NE are planning to implement eDOCS

5
eDOCS Overview CONT.

• The Records Management Division (IM-23) is
  embarking on a pilot project for the eDOCS
  records management module of Documentum
• The pilot will focus on IM-23 records
• IM-23 Staff will use the system to manage records
  tasks
• Declare or receive records
• Use and maintain records
• Dispose of or transfer records
• Pilot to include all formats
• Word, Excel, Presentations, e-mail etc.
• Existing ForeMost File Plan will be used

6
ForeMost Stands

• ForeMost is still around
• Number of name changes
• New and improved

• Original ForeMost licenses upgraded

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Pilot Status

• Migrated over 7,000 records from ForeMost records
  repository to Documentum Records Manager
• File Plan is in place
• Records Management Division (IM-23) personnel
  have verified access
• User training on new features is being planned
• Implementation is being planned
• Working closely with IT personnel

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Next Steps

• Determine policy decisions
• Train IM-23 staff on upgrade
• Modify existing File Plan
• Make more user-friendly
• Pattern after the LOB of the EA
• Produce evaluation report
• Explore options for inter-system communications

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Contact Information

• General questions
• DOE Records Management Mailbox DOERM_at_hq.doe.gov
• Records Management Hotline [phone]
• John Davenport, Sr., Esq.
• Telephone [phone]
• Email John.Davenport_at_hq.doe.gov
• Lorretta Bryant
• Telephone [phone]
• Email Lorretta.Bryant_at_hq.doe.gov

10
QA

• Any questions!!!!???