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                    Evelyn Farrell
                    <EFarrell@CENTRAL-BA        To:     [log in to unmask]
                    NK.ORG.TT>                  cc:
                    Sent by: Records            Subject:     DMS iMPLEMENTATION
                    Management Program
                    <[log in to unmask]
                    .edu>


                    12/05/00 08:54 AM
                    Please respond to
                    Records Management
                    Program








Hello Fellow Listserve Members


Is there anyone out there who can assist me with identifying some Critical
Success Factors in implementing and rolling out a Document Management
System
(repository). Eg.,

*       getting users to use the repository and not storing documents on
their hard drive etc..
*       establishing some ideas for communicating through training or
otherwise.
*       putting compliances measures in place, etc.

Thanks in advance.

Evelyn Farrell
Records & Archives Officer
Central Bank of Trinidad & Tobago
Trinidad, West Indies



Key factors we have found in various implementations include:

   Making the DMS the only repository for documents available to users.
   Email MUST be included - with attachments.
   A useful classification is essential - it should mirror the paper file
   structure if you anticipate a parallel paper/electronic system.
   Communicating is essential - and often abandoned early on by IT
   implementors. This is a major part of people's work lives that is about
   to be mucked around with. Even if there are delays (and there always
   are) a timetable of expected milestones and the effort/tasks required of
   individuals will allay many fears.
   A demo of an early build of the DMS is extremely useful - many users
   cannot even envision HOW a DMS will change how they work. It will make
   the consulting work on classification, metadata fields, searches etc of
   a higher quality - and therfore more likely to be accepted.

Gee - that's a couple of essentials, a must and an extremely useful!

Liz Wilson
--
SWIM Ltd
PO Box 10-974
Wellington
NEW ZEALAND
64-4-472-3305 (phone)
64-4-472-3306 (fax)
http://go.to/SWIM.Ltd