Enterprise Content Management Service (ECMS)

On-Boarding Project Plan

New Customer On-Boarding - What are the primary areas?

1. Scope of Work -- What do you have in mind?
   1. Document archiving?
   2. Full workflow?
   3. Mixture of archiving and workflow?
   4. Document Retention?
   5. Why do you want to move to Enterprise Content Management?
   6. Are you looking to do something new?
   7. What does this project not include?
2. "A basic preservation plan must be put into place before imaging can begin. The plan will identify the retention period for the records (taken from the RDA or GRS), how and when the digital files will be tested for errors, and when migration will be considered." From: https://www.wisconsin.edu/general-counsel/legal-topics/records/records-management-resources/digitization-systems/#Storage-Recommendations
3. Analysis
   1. Documents
      1. What types of documents/data do you want to manage?
         1. What is necessary?
         2. What is unnecessary?
      2. Do documents contain sensitive or restricted data?
         1. All of it, none of it or some of it?
         2. Can the sensitive documents be segregated?
   2. Linking Between Systems(s)
      1. Are documents associated with another system?
      2. Is someone already storing some or all of what you want to do?
   3. Security Concerns -- these are both related to Documents and Processes, but are shown explicitly to highlight the necessary nature of considering Security issues.
      1. Protected Data (see above, "Do documents contain sensitive or restricted data?"
      2. Access Control (see below, "Who will need access to the documents?")
   4. Processes
      1. Who will need access to the documents?
         1. In your department?
         2. Across campus?
      2. Historical Document Management
         1. What is done with the documents now?
         2. What isn't done with the documents now?
         3. How do you identify and find the documents?
         4. Can you categorize/classify the documents into similar types?
         5. Identify key metadata, e.g., last name or tracking number, for all document types.
      3. Potential -- Identify areas for possible improvement (following on above items) considering Scope of Work.
         1. What should be done that is not being done?
         2. What can be done that is not being done?
         3. What can be done differently?
         4. What can be done better?
         5. What can be done more efficiently?
         6. Where can time be saved?
         7. Implement workflows?
            1. Linear/sequential workflows
            2. Parallel workflows?
   5. Draft Analysis
4. Make recommendations based on Analysis and decide what to implement.
   1. Users/Groups
   2. Drawers.
   3. Documents.
   4. Workflows.
   5. Rentention Policies.
   6. Document Capture.
      1. Scanning.
      2. Import from network directory.
      3. FAX.
      4. ImageNow printer.
5. Implement in Perceptive Content Test
   1. Users/Groups
   2. Drawers.
   3. Documents.
   4. Workflows.
   5. Rentention Policies.
   6. Document Capture.
      1. Scanning.
      2. Import from network directory.
      3. FAX.
      4. ImageNow printer.
6. Deploy in Perceptive Content Production
   1. See tasks under "Implement in Perceptive Content Test"
   2. Training
   3. Software installations -- MacOSX versus WindowsOS
7. GoLive