EDRMS IMPLEMENTATION

Auckland War Memorial Museum


Overview
Implementation of OpenText Content Server 10.5 as the museum's main business record repository, designed to meet the needs of end users and the museum's compliance obligations under the Public Records Act 2005.

Role
Implementation lead and subject matter expert, which included the lead on the functional and non-functional requirements gathering and documentation for the project, as well as the design of the business folder structure, security model, metadata design and content migration into the solution from the existing file share environments.

My Key Deliverables

  • Business classification scheme design
  • Change management plan
  • Compliance mapping and Public Records Act audit
  • Content de-duplication plan, communication and execution
  • Folder structure design
  • Managing the move of content into new folder locations
  • Information audit across 42 file shares
  • Information governance frameworks, policy and standards design
  • Digital asset management framework
  • File naming conventions
  • Information management policy
  • Information management processes
  • Metadata management framework
  • Security model
  • Migration plan and migration execution
  • Requirements gathering and elicitation (high-level and detailed)
  • Solution configuration 
  • Solution design (in consultation with the vendor partner)
  • Solution test cases and testing execution
  • Solution training plan, training content development and delivery
  • Vendor management

Value Delivered

  • De-duplication of over 800,000 records across 42 file share locations, freeing up space and reducing the content footprint for migration
  • Delivery of a single, principle-based folder structure that supported information collaboration and accessibility of all related information
  • EDRMS provides the basis for museum process improvement
  • Full compliance with the Public Records Act 2005 and Privacy Act 1993
  • Significant improvement in information location across all museum content, including improved searchability
  • Merging content that was related, but inaccessible, to all relevant audiences due to discrete structures and content locations
  • Successful implementation of a new way of working with documents and records across the museum
  • Successful migration of museum content into the EDRMS

Downloadable Resources
Presentations were delivered to Archives New Zealand and to Techtonics (vendor partner) OpenText User Group user groups. These are available for download below:

DOWNLOAD The AWMM Journey - Archives New Zealand Presentation.pdf
DOWNLOAD The AWMM Journey - Techtonics OpenText User Group Presentation.pdf