Electronic Document and Records Management System

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user able to delete from within the folder, would be able to delete any item(accidentally or deliberately). In addition to this highly secure environment, anEDRMS automatically creates a complete audit history for the information itmanages, providing evidence about who accessed what information, when andwhat changes were made, etc. Without an EDRMS, neither Document levelsecurity, nor an automatic audit trail would be available.10.4 There are no costs to acquiring MS SharePoint Portal 2003 since the Councilalready acquired this software through the Microsoft Enterprise Agreement. Thecosts of implementing any scanning elements would be fairly similar to the fullEDRMS solution, and so the outlay would be considerable in relation to therecords management benefits expected.10.5 ISSUES:• No management data• High risk of liability for non production of information• Continued pressure for office space due to a lack of Records Managementcontrol• Continued risk of lost documents• Dedicated resources required throughout authority to manage post• Correspondence not always responded to• Continued staff time wasted in searching for documents and files• Location of Scanners• Remote (i.e. Bureau based)• Centralised• Local (i.e. within each service area)• Back-scanning – How much should be undertaken?• Data held on Micro fiche11. EDRMS11.1 The provision of a full EDRMS solution will deliver all the benefits and facilitatecompliance with the Freedom of Information Act and the associated Codes ofPractice ensuring the provision of information in a timely fashion. Corporatemanagement information will be available and information will be controlled toensure information is retained only for as long as the business purpose requires it.Both physical and electronic storage space should be released and re-used inaccordance with approved destruction and retention policies.11.2 ISSUES:• Location of Scanners• Remote (i.e. Bureau based)• Centralised• Local (i.e. within each service area)• Back-scanning – How much should be undertaken?• Data held on micro fiche• Business process re-engineering112
• Cultural shift• The linking of EDRMS into the back office systems• The future development of internal applications to allow ERMS functionality11.3 The table below provides an outline of the likely costs associated with this project.The implementation of a records management solution is a substantialundertaking that will impact upon all service units of the Council. Detaileddiscussions will need to take place with the selected supplier to determine theexact requirements. However, the costs provided are expected to be in line withthe final costs.Estimated Outline Costs £Initials Costs:Meridio Software (250 users) 37,500.00Kofax Ascent Capture Scan station, 25K images per8,200.00month (4)Kofax Full Text PDF, 125K images per month 2,500.008 x Scanners of various speeds (up to A3) for 11,600.00centralised and devolved deploymentImplementation services of third party supplier 23,800.00Operating Server for Meridio 6,000.00Re-configuration of Storage Area Network (SAN) 2,000.00Less Allocated FundsAllocation for Scanning (16,000.00)Document Management (18,000.00)Total Initial Costs 57,600.00Recurring Revenue Costs:Hardware Maintenance 925.00Kofax Licensing 1,875.00Third party supplier telephone support 2,000.00Meridio Maintenance (250 users) 3,375.00Total Recurring Costs 8,175.0011.4 There may be additional costs in future to expand the capacity of the existingStorage Area Network (SAN) but this cannot be determined until a volumetricstudy of requirements has been completed.12. Savings12.1 As detailed in Section 7 of this report, there are likely to be some significantsavings from the introduction of a corporate EDRMS solution, however, thesehave not been quantified in the table above as they are likely to be of a capacity orintangible nature and therefore the monetary value will not be realised.12.2 It should be noted that savings were identified in the business case for documentmanagement but these have yet to be realised and therefore moving the projectforward expediently will realise these savings.113
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