A large Provincial Ministry engaged ARC Business Solutions Inc. (ARC) to review, assess and develop strategic recommendations related to an enhanced Electronic Document & Records Management System (EDRMS). The core objective of this assignment was to understand the current state of the operation, its related technology toolsets, and to develop recommendations to establish the best possible position/actions with respect to implementing a content management strategy over the coming years.
Challenges within the Ministry with respect to current document management and workflow processes:
- client file access is limited to one person at a time for paper files;
- inability for more than one person to view a document that is in a workflow process;
- priority files need to be routed through different workflows simultaneously;
- a great deal of time is required in tracking files, finding “checked out” files, distributing requested files and ensuring accuracy in “checking in” files;
- information and documentation regarding a client is often stored in multiple areas and branches across the division, making it difficult to effectively accomplish case management;
- current workflow processes result in duplicated copies of documents.
- a significant amount of the division’s knowledge assets are contained in email documentation that is not shared or accessible across the organization;
- the computer application currently used to manage file requisitions frequently experiences problems and requires re-indexing, restoration
