EDRMS Document Migration Guideline

Transcription

1 Title EDRMS Document Migration Guideline Creation Date 23 December 2016 Version 3.0 Last Revised 28 March 2018 Approved by Records Manager and IT&S Business Partner Approval date 28 March 2018

2 TABLE OF CONTENTS 1. PURPOSE BACKGROUND SCOPE DEFINITIONS MIGRATION APPROACH MIGRATION PROTOCOLS RESPONSIBILITIES... 5 Records Manager... 5 Information Technology and Systems (IT&S)... 5 Work Group EDRMS RELATED FOLDERS ON SHARED DRIVE... 5 Copyright 2018 Uniting Church Last updated: 28/03/2018 Page 2 of 5

3 1. 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 Electronic Document and Records Management System (EDRMS). 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 an integration of MacroView, SharePoint and Records 365 as its EDRMS to underpin the broader records management program. The EDRMS will store and manage all digital documents and content required to support the ongoing operations of the organisation. A key measure of success of the EDRMS implementation is the successful identification and migration of documents held on network and local drives deemed to have ongoing value to the Synod into the EDRMS. 3. SCOPE This guideline applies to any and all documents stored on network or local drive/s as part of the preparation process for EDRMS implementation. 4. DEFINITIONS 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. EDRMS An automated system used to manage the creation, use, maintenance and disposal of digitally created records, documents and content for the purpose 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. 5. MIGRATION APPROACH The following approach will be taken in the preparation of documents for migration into the EDRMS: 1. 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 EDRMS go live. 2. Each work group will have a new folder structure created (by the Records Manager) in their part of the network drive following consultation with that group which mirrors the EDRMS document libraries. This way each group can familiarise themselves with the EDRMS library concept and move documents from the current network/local drive structure into appropriate folders in the new folder structure prior to EDRMS go live. 3. The new folder structure will be made available under the folder _EDRMS Migration. Copyright 2018 Uniting Church Last updated: 28/03/2018 Page 3 of 5

4 4. Only move documents into the new 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 2017 and 2018 should be moved. Documents prior to 2017 should only be moved if vital to operations or if sufficient time and resources are available. 5. Documents must only be moved into the lowest level folder available. 6. Documents moved into the new structure will be retitled in accordance with the Record 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 new structure. 8. Documents not being migrated will fall into two categories: Retain or No Value. These documents will be moved under the folder _EDRMS Archive and then under the relevant folder _EDRMS Retain or _EDRMS No Value. See Section 8 for more information. 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 _EDRMS Retain, becoming read only following EDRMS go live. These documents will be transferred post go live to a low cost storage environment by Information Technology and Systems (IT&S) where they will remain accessible. 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 _EDRMS No Value, being deleted post go live by IT&S. 11. Prior to EDRMS go live documents will be moved from the new folder structure on the network drive into the matching EDRMS libraries by Records Management and IT&S staff, and deleted from the new folder structure. 12. Documents containing links to other documents will have those links broken as part of the migration process. 13. Only document types identified as suitable in accordance with the document File Types (Extensions) I Can Save in the EDRMS can be saved in the EDRMS. 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 new folder structure - they must be cut and pasted. Do not create additional folders under the _EDRMS Migration folder. Do not move the Scan folder for your work group into the new folder structure. The Scan folder remains in its current location. Microsoft Access databases and other applications identified in File Types (Extensions) I Can Save in the EDRMS must not be placed in the new folder structure as they will not be migrated into the EDRMS. These may be retained on the network drive in a suitable location agreed to with IT&S. Copyright 2018 Uniting Church Last updated: 28/03/2018 Page 4 of 5

5 7. RESPONSIBILITIES Records Manager The Records Manager is responsible for developing and maintaining the new EDRMS structure 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. Information Technology and Systems (IT&S) The IT&S group is responsible (in conjunction with the Records Manager) for developing the document migration plan for each team. IT&S is also responsible for: deleting No Value documents from the network drive; transferring Retain documents to a low cost storage environment; managing access to that environment; and providing reports on duplicate documents stored on the network drive. Work Group Each work group is responsible for conducting document cleansing activities in accordance with the requirements of this document and for liaising with the Records Manager as necessary. 8. EDRMS RELATED FOLDERS ON SHARED DRIVE EDRMS related folders and their purpose. Item Purpose Action _EDRMS Migration folder Contains the new folder structure aligned to EDRMS document libraries retitled documents into this structure in preparation for EDRMS migration _EDRMS Archive folder Contains the _EDRMS Retain and _EDRMS No Value folders N/A _EDRMS Retain folder Contains documents and folders that may have some ongoing value but will not be migrated into the EDRMS _EDRMS No Value folder Contains documents and folders considered to have no further value and may be deleted relevant documents and folders into this folder where they will become read only. IT&S will move these documents to a low cost storage environment post go live following notification to the work group relevant documents and folders into this folder. IT&S will delete the contents post go live following notification to the work group Copyright 2018 Uniting Church Last updated: 28/03/2018 Page 5 of 5