Electronic Records Management System (eRMS) Project Phase 2 Overview

In 2006 (phase 1), Records and Archives Services (RAS) replaced its previous records management system (UCollect) with TRIM to manage the University's paper-based records.

The plan for 2007 (phase 2) is to transition the use of TRIM from managing paper-based records to managing paper and electronic records together within the one system. This will support staff in capturing, securely storing and accessing documents and records that provides evidence of the University's activities. The project includes:

• Configuring TRIM to capture electronic records from MS Office applications e.g. Word, Excel, Powerpoint and Project
• Developing the capability to capture email messages from Lotus Notes, which is deliverable within the ICE project
• Converting incoming paper-based correspondence into PDF format within prescribed specifications
• Providing web-based access to electronic records
• Analysing client group business practices
• Training client group staff
• The proposed timing for this to occur within existing RAS client groups is:
• June 2007: Design completed, tested and ready for implementation
• July 2007: Records and Archives Services
• August 2007: Research Office and Finance
• September 2007: Patents and Solicitor's Offices
• October 2007: Remaining client groups

It is anticipated that the major benefits for implementing electronic records management functionality will be in areas of searching and access, and the ability for staff from different areas to work on shared records. For example, staff from the Research Office and the Solicitor's Office will be able to retrieve and view electronic documents simultaneously on a particular grant, contract or application.

The future direction for eRMS is to extend the capability to faculties during 2008.