1. Do you need to manage physical Paper Documents, File Folders & Archive Boxes?
Yes
No
A) If so, how many active File Folders do you have?
B) How many inactive File Folders (i.e., stored in Archive Boxes) do you have?
2. Do you do 'active' records management, that is, according to the
Continuum Model, managing records from creation to
destruction/long term storage?
Yes
No
3.
Do you need to track the requests for and movements of physical
records (e.g., Paper, File Folders & Archive boxes)?:
Yes
No
4. Do you do just 'late term' records management? That is, managing the 'boxing' of records by retention schedule or series for offsite storage?
Yes
No
5. Do you need to interface with a particular offsite storage company?
Yes
No
A) If so, which company?
6. Do you need to track records and boxes in an offsite storage location?
Yes
No
7. Do you assign barcode numbers to your File Folders and/or Archive Boxes?
Yes
No
8. Do you need to support wedge barcode readers (i.e., attaching to your desktop)?
Yes
No
9. Do you need to support portable barcode readers (i.e., used for inventories)?
Yes
No
10. Do you need to print color-coded File Folder labels?
Yes
No
A) If so, do you currently use a software package to print labels? Which one?
11. Do you need to do a
regular census of boxed or filed physical records (using the portable barcode reader)?
Yes
No
12. Do you have a Retention Schedule?
Yes
No
A) If so, do you manage the retention lifecycle of your records by Retention Codes?
Yes
No
13. Do you have Series Codes?
Yes
No
A) If so, do you manage the retention lifecycle of your records by Series Codes?
Yes
No
14. Do you have a Business Classification System (BCS)/Taxonomy?
Yes
No
15. Do you use file titles on your File Folders?
Yes
No
A) If so, how many levels of file title do you use?
B) Are these file title levels hierarchical?
Yes
No
16. Do you manage the lifecycle of records via a File Plan (Multiple Record Categories)?
Yes
No
17. Do you use 'intelligent' file folder numbers, e.g., AB/27/2005?
Yes
No
B) If possible, please briefly explain how they work.
18. Do you use auto-generated sequential file folder numbers, e.g., 2005/000213?
Yes
No
19. Is Archive Box management and tracking part of your requirements?
Yes
No
A) If so, how many Archive Boxes do you have?
B) And, are your Archive Boxes managed onsite, offsite or both?
Electronic Document Management
20. Is Document Management a requirement?
Yes
No
A) If so, how many electronic documents does your organization create each month?
21. Is Document Imaging part of your requirement?
Yes
No
A) If so, how many pages on average do you need to scan per month?
22. How many users do you have that will need to access the EDRMS?
A) Can you please split these into heavy duty and inquiry users, how many of each?
Heavy Duty
Inquiry
23. Are your users geographically distributed?
Yes
No
A) Are they all supported over a WAN or do you need to support them over the Internet or
your Intranet?
24. Is Workflow a requirement (e.g., in order to manage business processes)?
Yes
No
A) If so, how many processes do you need automating?
25. Is Email Management a requirement?
Yes
No
A) If so, how many mailboxes do you need to manage?
B) Which email servers do you use (e.g., Office365, Gmail, Exchange)?
26. Is Complaints Management a requirement?
Yes
No
A) If so, how many complaints do you receive per month?
27. Is Correspondence Management a requirement?
Yes
No
A) If so, how many items of correspondence do you receive per month?
28. Is Contract Management a requirement?
Yes
No
A) If so, how many contracts do you have?
29. Is Digital Asset Management a requirement?
Yes
No
A) If so, please estimate the size of your digital assets holding in GB
30. Do you have other applications you need to digitize?
Yes
No
A) If so, can you please list them.
Details of your existing records environment
31. Do you have an existing Records Management system to convert from?
Yes
No
A) If so, is it manual or computerized?
B) If it is a computerized system, what is its name (e.g., RecFind)?
32. Do you have electronic documents on Shared Drives that have to be captured?
Yes
No
A) If so, please estimate size in GB?
33. Do you have electronic documents in other applications that have to be captured?
Yes
No
A) If so, please estimate size in GB?
34. What is the annual growth rate of your electronic document store (percentage)?
35. What is the annual growth rate of your physical records (percentage)?
EDRMS Summary, have we understood your requirements. Please confirm?
36. Which descriptions below apply to your requirements:
Physical Records Management (File folders, paper, archive boxes, etc)
Electronic Document Management (Managing Word, Excel, PowerPoint files etc)
Imaging (Scanning, indexing and saving incoming paper documents)
Email Management (Capturing, indexing and saving emails)
Workflow (Managing business processes)
Other issues to be considered
37. What would you regard as the biggest issue or most critical problem you hope to solve with a new system?
(E.g., 'Lost files, 'Compliance', 'Shared Drives', 'Release Floor Space', etc). Please explain.
38. Do you need to integrate to one or more 'other' systems (e.g., SharePoint)? If so, can you please
provide a brief explanation? For Example, do you want to extract
information from your EDRMS and export it to another application
or, do you want to extract information from another application and
import it into your EDRMS?
Yes
No
39. Do you have a
requirement for outside agencies/organizations to connect to your EDRMS in a secure, collaborative manner? That is, is it a
requirement for other users from other organizations to connect
to and use your EDRMS?
Yes
No