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Effective Records Management: A Vendor Perspective

Gain insights into records management from a vendor's point of view. Learn about communication, planning, homework, budgeting, and the RFP process. Discover essential requirements and considerations for software selection. Simplify the evaluation and pricing process with an Excel document. Suitable for organizations seeking to improve their records management practices.

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Effective Records Management: A Vendor Perspective

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  1. OUTSIDE LOOKING IN A Vendor Perspective to Records Management Laurie Phillips – File IT Solutions

  2. records

  3. Survey Says: Show of hands • Talked about records management with their management team/ organization/ department in the past 12 months • Who has a full time Records Coordinator • Has anyone started the process – a review, a plan, an RFP, an implementation • Has anyone reached out to another group to ask what they are doing. • Has anyone reviewed their bylaws, RCRS, policies • Has anyone looked at software – researched, google, demo • Has anyone looked at your shared drive • Has anyone inventoried their physical files. Routinely cull boxes for destruction?

  4. My Vendor Point of View • Communication • Planning / Consulting • Homework • Preparation • Budget

  5. Communication • Talk about • Teach it • Refresh it • Make it real I LOVE RECORDS

  6. Planning / Consulting • Formal • Assessment • Strategic Plan • Informal

  7. Homework • Research • Network RCRS Records Plan

  8. Preparation • Shopping list • Priorities

  9. Budget • How do you estimate a budget

  10. RFP Process • Project Management/ Approach/ Methodology • Evaluation • Price

  11. RFP Process

  12. How to make it EASY for YOU and for ME Why not make it an Excel Document! • Mandatory • Functional • Technical IT, Security • End User Experience • Experience/Personnel

  13. Mandatory Requirements or Minimum System Requirements

  14. Functional Requirements

  15. End User Experience • This is a very difficult attribute to write about • Simple for staff to use • inherently intuitive • OR • Staff should still be able to save and retrieve documents from within standard desktop applications (Microsoft Word, Excel) with little change in how this is done presently

  16. Experience/Personnel

  17. Project Management/ Approach/ Methodology

  18. Project Management/ Approach / Methodology • This is what your project visually looks like • Are you breaking it into phase / pilot • What does that do to your timeline • List the tasks • Time required for tasks • Who is doing what (staff and vendor) • Momentum comes with regular meetings, notes • Bumps and resets

  19. Evaluation

  20. Pricing • Excel Format • Take into account variables • License & Users • Options – there is a lot • Consider over time • Professional Services

  21. Pricing

  22. Questions?

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