Implementation plan for your Document Management or Email Archiving / Discovery Solution
For successfully executing and implementing a Document Management System (EDMS) project, a lot of important documents need to be created. These multiple documents state the scope, constraints and the vision of the project to be achieved by implementing a document management or email archiving and discovery system. Below are some of the documents that can be useful for planning the project execution:
• Project Execution Plan – This is a project management plan for the implementation of the document management / email archiving solution. How many libraries are to be created. User permissions per library. Specific field information on the various document types. Methods of capturing searchable meta data, such as, key from image, barcode and zonal OCR.
• Scope of Execution Plan – The functionality that is to be included should be identified, for example, the extent to which the document management system is to be interfaced with the line-of-business solution.
• Project Schedule – Supporting the Project Execution Plan, this document provides a list of activities, tasks, milestones, target dates, resource utilization and costing details of the project.
• Risk Management Plan – In case the Project Execution has any issues then there should be a contingency plan for it. This document manages the issues that arise during project execution.
• System Changeover Plan – If there is any existing EDMS system, then this document has the plan for migrating the legacy systems. Details such as whether the legacy system will be decommissioned are included as part of this document. Some legacy document management systems have archaic storage methodology and are quite often designed for keeping the data hostage. There may be a loss of some legacy data after the changeover is complete.
• Data Migration Plan – The document will define the scope, methodology, and deliverables for addressing the requirements of migrating data from existing system. Migrating data from one system to another may compromise some of the data and could also take months to complete the migration.
• Training Plan – This document will define the scope, methodology, and deliverables necessary to meet the requirements of the Training Needs Analysis/Specification. Train the trainer is the preferred practice when DocuLex performs the training sessions.
• System Integration Test Plan – This document defines the testing requirements for different systems, backup and recovery, and any associated technical infrastructure. ODBC connectivity testing between the line of business database and Archive Studio is common prior to going live. DocuLex add-on’s and plug-in’s for Microsoft Office.
• System Acceptance Test Plan – This document defines the scope, methodology, and deliverables to meet the requirements. A complete rollout into production can take from two weeks to six months, depending on the complexity requirements, multiple training locations and amount of users. This may not include the complete migration of legacy data.
• Post implementation Review Document – Once the document management / email archiving system is implemented this document has the parameters based on which it can be ascertained if the document management / email archiving solution met the objectives identified for the implementation.
Apart from the various documents, it is also important to identify the objectives of the system and document them. The follow apply:
o Improve efficiency through reduction of business processes and systems.
o Provide consistent data to customer queries through well formatted reports.
o Define business rules and automate them with business process workflow.
o Define ownership of data and regulate permissions.
o Improve document control and security.
o Provide architecture that is:
a. Scalable and extensible for growth and wider deployment.
b. Flexible to cater to diverse business needs and litigations.
o Rationalize different data repositories and, wherever needed integrate different databases.
o Decommission systems that are redundant and those not important to business.
Though documenting can be a tedious process, the benefits of documentation are important. These documents can act as a design and implementation roadmap that is easily understood by all parties involved in the implementation of the document management / email archiving solution. This documentation depicts the boundaries of interoperability by all parties and products
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