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Queen's University
 

Enterprise Document and Records Management (EDRM)

 

Update - August 2013

 

Subsequent to issuing the RFP, a vendor has been selected and a contract negotiated. The Faculty of Education and School of Graduate Studies have been identified to participate in a pilot project, pending a funding decision expected at the end of August 2013.

 

Update - Winter 2013

 

ITServices worked with the Faculty of Education, School of Graduate Studies and University Records and Archives to develop a Request for Proposal (RFP) These units will pilot with a view to implementing an enterprise solution in the future (pending approval and funding).

 

Update - Fall 2012

 

ITServices contracted with a third-party consultant to conduct interviews in a variety of departments at Queen's. In all, more than 20 interviews were conducted.



Background at Queen's

 

Between April and November 2011, select members of the Queen’s community were surveyed either formally in meetings, or informally in conversation or via email about their ECM needs. Those surveyed include:

 

  • Office of Advancement;
  • Queen’s School of Business;
  • Residences;
  • Faculty of Engineering and Applied Science;
  • Office of the Provost;
  • Faculty of Education;
  • University Secretariat;
  • Faculty of Graduate Studies; and 
  • Office of the University Registrar.

Consultation with these partners has led to a list of feature requirements and options for an ECM solution at Queen's.

 

Recommendations

 

ITServices believes that it is essential that if Queen’s is to move forward in a cohesive way in the adoption of an enterprise document management solution, a “champion” needs to be found. ITServices is happy to work with this entity in defining, negotiating and implementing a solution but cannot be the driving force. If we choose to not coordinate these discussions and acquisitions, we create the potential of a significant risk to the University as individual units negotiate and implement their own solutions. These risks exist both in the short-term, in tangible expenditures, and in the long-term as these systems may or may not integrate with each other or with central enterprise services. End-user training and support may prove inconsistent; any solution only being as good as those using it.


Any solution robust enough to meet the disparate requirements of the institution will not be without significant costs, both in acquisition and ongoing support. Funding will need to be found. Ongoing human resources will also need to be identified and adequately trained; also, not without cost.


Before any formal procurement process is begun, an intensive requirements process should occur, including a detailed process flow analysis.

 

Next Steps

 

On February 2, 2012, ITServices hosted an information session for approximately 20 key stakeholders across campus, including members from Strategic Procurement Services. Representatives from the University of Guelph made a presentation about their experiences and lessons learned from implementing an ECM solution at their institution. The presentation was well received, and generated further interest in exploring a solution for Queen's.

 

In March, an external consultant was contracted to do a formal requirements gathering from a variety of departments across campus.

 

 

 

Updated 12 August 2013

 

 

 

 


Kingston, Ontario, Canada K7L 3N6 613.533.2000