How do you evaluate and select a records management system that suits your data dictionary?

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Records management is the process of creating, organizing, storing, retrieving, and disposing of records that document the activities and functions of an organization. A records management system (RMS) is a software application that helps you manage your records efficiently and securely. But how do you choose the right RMS for your data dictionary?

A data dictionary is a collection of metadata that describes the structure, content, and context of your data. It defines the data elements, their attributes, relationships, rules, and standards. A data dictionary is essential for ensuring data quality, consistency, and interoperability.

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
Kaan Volkan

ARMA Speaker -- File Share Clean-Up Guru -- Monthly webinars on ROT clean-up, data management and IG technologies.
Vincent Omwansa Nyang'au {V.O.N}

Administration & Records Management Coordinator at Deloitte|| Archives & Records Administration || Project Management…

1 Assess your needs

Prior to evaluating different RMS options, it is essential to assess your current and future records management needs. This involves considering factors such as the types, formats, and volumes of records you create and receive, legal and regulatory requirements for records retention and disposition, security and access controls for records protection and sharing, integration with existing systems and applications, budget, resources, and skills available for records management. Additionally, you need to review your data dictionary to identify any gaps, inconsistencies, or errors that need to be addressed. Ensuring accuracy, completeness, and up-to-date information is essential for successful records management.

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Kaan Volkan

ARMA Speaker -- File Share Clean-Up Guru -- Monthly webinars on ROT clean-up, data management and IG technologies.
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One mistake you can't do with archives. Data doubles every 2 years. If your archive can't scale, you are doomed. This should be the biggest factor when you are choosing an electronic archive. Especially with migration costs.

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Vincent Omwansa Nyang'au {V.O.N}

Administration & Records Management Coordinator at Deloitte|| Archives & Records Administration || Project Management || Knowledge Management KM || Office Administration || Data analysis || Public Relations
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To get all onboard, 1. Have a conceptual framework of what the task entails. 2. Highlight main roles within your records office Putting in consideration the records life cycle process. 3. Outline gaps within your current records management system ( Could be manual or electronic) 4. Consider technological obsolescence and put in consideration all media formats you have in place

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
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I have been in to the RMS industry for more than 21 years, I have seen several RMS systems and one which I'm working since I have moved to RMS is O'Neil RSSQL which is now O'Neil Stratus. The system has all features to cover each and every aspects of document, file, box and it's locations instantly. The beauty of this system filled with finding out the file very easily, if it's misplaced or mishandled. Certainly, assessing the needs are important and the system must fit to the requirement instantly.

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2 Compare features and functions

When you have a good understanding of your needs, compare the features and functions of different RMS solutions. Look for one that supports your data dictionary and records classification scheme, allows you to create, capture, and index records automatically or manually, provides search, retrieval, and reporting capabilities for records, enables you to apply retention and disposition policies and schedules for records, ensures records security, integrity, and authenticity, facilitates records access, sharing, and collaboration, and complies with records management standards and best practices. Use a checklist or matrix to compare the pros and cons of each RMS option. Request a demo or trial to test the functionality and usability of the RMS.

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
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Certainly! When comparing records management systems (RMS), consider these factors: Data Dictionary and Classification: Ensure the RMS supports your data dictionary and records classification scheme. Record Creation and Indexing: Look for features allowing automatic/manual record creation and efficient indexing. Search, Retrieval, and Reporting: Evaluate search capabilities, retrieval speed, and reporting features. Retention and Disposition Policies: Check if it supports retention schedules and disposition policies. Security and Authenticity: Verify records security, integrity, and authenticity. Access, Sharing, and Collaboration: Consider user access, sharing, and collaboration.

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Vincent Omwansa Nyang'au {V.O.N}

Administration & Records Management Coordinator at Deloitte|| Archives & Records Administration || Project Management || Knowledge Management KM || Office Administration || Data analysis || Public Relations
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Now you need to look at the new system to be acquired. 1. First check if the system is performing your basic records functions - This will give you a background to assess the most advance features. -This could include, records creation, indexing, Data protection features, access functionalities, how records circulation is being monitored and Reporting features. 2. Look into the system to find out what new features contained in the system and how will they be of importance to your operations. 3. Data protection is key and data protection by design and default principles should be key in your consideration.

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3 Evaluate vendor and support

When selecting a RMS, it’s important to evaluate the vendor and the support they offer. Research their reputation, experience, and references. Ask questions such as how long they have been in the records management industry, what their credentials and certifications are, and how they handle data security, privacy, backup, training, documentation, updates, customer service, feedback and complaints. Additionally, inquire about how they measure customer satisfaction and success. Ultimately, you need to choose a vendor that is reliable, responsive and flexible; establish a good relationship and communication with them.

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Kaan Volkan

ARMA Speaker -- File Share Clean-Up Guru -- Monthly webinars on ROT clean-up, data management and IG technologies.
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For electronic archives, ask how much technical debt they have. They might have great support because they have a broken product. It just doesn't work and support fixes things. Best way to check, technical debt.

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Vincent Omwansa Nyang'au {V.O.N}

Administration & Records Management Coordinator at Deloitte|| Archives & Records Administration || Project Management || Knowledge Management KM || Office Administration || Data analysis || Public Relations
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About the vendor 1.Check on the vendors reputation and how consistent he has been in the industry. 2. How available is the vendor for consultation? consider real time consultation availability. 3. How about system upgrade -technology keeps on evolving and any give system should conform to that. 4. The vendor should be in a position to incorporate new changes without interfering with your operations and system functionality.

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
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Certainly! When choosing an RMS, evaluate the vendor and support: Reputation and Experience: Research their industry standing and references. Credentials and Certifications: Check their qualifications. Data Security and Privacy: Inquire about handling sensitive data. Customer Service and Feedback: Ask about responsiveness and complaint resolution. Customer Satisfaction Metrics: Understand how they measure success. Choose a reliable, flexible vendor and foster good communication. ??

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4 Implement and monitor

The final step of selecting a RMS is implementing and monitoring it. You need to plan and execute the installation, configuration, and migration of the RMS. You need to train and educate your staff on how to use the RMS effectively. You need to monitor and evaluate the performance and outcomes of the RMS. You need to collect feedback and data on how the RMS meets your needs and expectations. You need to identify and address any issues or challenges that arise. You need to update and maintain your data dictionary and records classification scheme.

Selecting a RMS that suits your data dictionary is not a one-time task. It is an ongoing process that requires careful planning, evaluation, and improvement. By following these steps, you can choose a RMS that helps you manage your records efficiently and securely.

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Karunakar Rai M

Director - Operational Excellence (Strategic Operations Leader | Digital Transformation & Records Management)
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Implementing and monitoring a records management system (RMS) involves several crucial steps: Installation and Configuration: Plan and execute the installation of the RMS. Configure it according to your organization’s needs. Migration: Migrate existing records to the new system. Ensure data integrity during this process. Training and Education: Train staff on using the RMS effectively. Educate them about its features and functionalities. Performance Monitoring: Continuously monitor the RMS performance. Evaluate its effectiveness in managing records. Feedback Collection: Gather feedback from users. Understand how well the RMS meets expectations. Issue Resolution: Address any challenges or issues promptly. Troubleshoot problems as they arise

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Vincent Omwansa Nyang'au {V.O.N}

Administration & Records Management Coordinator at Deloitte|| Archives & Records Administration || Project Management || Knowledge Management KM || Office Administration || Data analysis || Public Relations
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Always ensure your team is well trained to use the system. During the implementation process the vendor should provide high level technical training to the whole team and select system champions who will be trained support the team within the company

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How do you evaluate and select a records management system that suits your data dictionary?

1

2

3

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1 Assess your needs

2 Compare features and functions

3 Evaluate vendor and support

4 Implement and monitor

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