,!1.,,,. Uni^rig. Document Migration Guideline. ECM Document Migration Guideline 23 December 2016 I.O. Approved by Approval date.

Transcription

1 ,!1.,,,. Uni^rig ^. in Australia, Syiiod of NSW & ACT EC Document Migration Guideline Title Creation Date Version Last Revised Approved by Approval date ECM Document Migration Guideline 2 December 2016 I.O Atarias Brsakovski 28 December 2016

2 TABLE OF CONTENTS I. PURPOSE 2. BACKGROUND. SCOPE 4. DEFINITIONS. MIGRATION APPROACH 6. MIGRATION PROTOCOLS 7. RESPONSIBILITIES 7.1 Records Manager 72 Information Technology and Systems (ITS) 7 Work Group Uniting Church Last updated: 09/01/2017 Page 2 of

3 I. PURPOSE The purpose of this guideline is to provide direction regarding the correct process to follow when preparing documents and records for migration into the TechnologyOne Enterprise Content Management (ECM) system. 2. BACKGROUND The Synod has an obligation to ensure that full and accurate records are made and kept of its activities. The Synod has chosen to implement ECM as its records and document management system as part of a broader TechnologyOne enterprise platform. ECM will store and manage all digital documents and content that is required to support the ongoing operations of the organisation. A key measure of success of the ECM implementation is the successful identification and migration of documents held on network and local drives that are deemed to have ongoing value to the Synod into ECM.. SCOPE This guideline applies to any and all documents stored on network or local drive/s as part of the preparation process for ECM implementation. 4. DEFINITIONS Business Classification Scheme (BCS) A hierarchy of pre-defined terms, moving from broad business functions to move specific business activities. A BCS in not based on organisational structures. Document For the purpose of this guideline a document is any digital content (including images and recordings) that provide information or evidence of the activities of the Synod. Documents are considered to be records of the organisation. ECM Technology One enterprise content management (ECM) is the Synod's approved records and document management system. ECM captures, manages and provides access to digital records over time for the purposes of providing evidence of operational activities. It maintains appropriate contextual information (metadata) and links between records, documents and content to support their value as evidence. Migration For the purpose of this guideline migration is any activity undertaken to move documents from one system or platform to another while maintaining the authenticity, integrity, reliability and useability of the records and information. Migration may occur between major version upgrades of a system, or between applications on different platforms.. MIGRATION APPROACH The following approach will be taken in the preparation of documents for migration into ECM: I. A staged implementation approach will be taken. Each work group will be provided with sufficient lead time to assess their documents and make the necessary preparations prior to ECM 'go live'. 2. Each work group will have a BCS folder structure created (by the Records Manager) in their part of the network drive following consultation with that group which mirrors the BCS in ECM. This way each group can familiarise themselves with the BCS concept and 2016 Uniting Church Last updated: 09/04/2017 Page of

4 terms relevant to them, and move documents from the current network/local drive structure into appropriate folders in the new BCS prior to ECM 'go live'.. The BCS folder structure will be made available under the folder ECM Migration. 4. Only move documents into the BCS structure that will be needed post 'go live'. That is, documents and content that relate to active or recent matters. As a guide documents created in 2016 and 2017 should be moved. Documents prior to 2016 should only be moved if vital to operations or if sufficient time and resources are available. Documents must only be moved into the lowest level folder available. 6. Documents moved into the BCS structure will be retitled in accordance with the Document Naming Convention developed for that work group. 7. Each work group will be provided with a duplication report identifying duplicate documents held on their part of the network drive. Only the latest version of each document will be moved into the BCS structure. 8. Documents not being migrated to ECM will fall into two categories: Retain or NO Value. These documents will be moved under the folder ECM Archive and then under the relevant folder ECM Retain or ECM NO Value. 9. Retain documents have limited value but may require retention for a period of time. These documents will remain on the network drive and moved to the folder ECM Retain, becoming 'read only' three months following ECM 'go live'. After approximately a further six months these documents will be transferred to a low cost storage environment. 10. NO Value documents are documents that are considered to have no further value to the Synod and could be deleted. These documents should be moved to the folder _ECM No Value, eventually being deleted by Information Technology and Services. 11. Following ECM 'go live' documents will be moved from the BCS folder structure on the network drive into the matching folder in ECM and deleted from the BCS folder structure I2. Documents containing links to other documents will have those links broken as part of the migration process. 6. MIGRATION PROTOCOLS The following protocols must be observed during the migration preparation process:. Remove document passwords. Do not delete documents or folders from the network drive. Do not copy documents into the BCS folder structure - they must be cut and pasted.. Do not remove the 'Scan' folder for your work group into the new folder structure.. Microsoft Access databases and other applications must not be placed in the new BCS folder structure as they will not be migrated into ECM. These may be retained on the network drive in their current location Uniting Church Last updated: 09/01/2017 Page 4 of

5 7. RESPONSIBILITIES 7., Records Manager The Records Manager is responsible for developing and maintaining the BCS in consultation with each work group and for providing guidance on its use. The Records Manager is also responsible for providing guidance and advice on all migration activities. 7.2 Information Technology and Systems (ITS) The Information Technology and Systems group is responsible for deleting 'NO Value' documents from the network drive and for transferring 'Retain' documents to a low cost storage environment and for managing access to that environment. ITS is also responsible for providing reports on duplicate documents stored on the network drive. 7. Work Group Each work group is responsible for conducting document migration activities in accordance with the requirements of this document and for Iiaising with the Records Manager as necessary Uniting Church Last updated: 09/01/2017 Page of