Please read - EDRMS roll out

Sent on behalf of the EDRMS project team

Dear colleague

As an organisation we are committed to continual improvement - ensuring greater efficiency, security, and service excellence - benefitting our organisation and the communities we serve. 

One recent step we have taken is the roll out of our EDRMS project. This will modernise our day-to-day work through a significant upgrade of our document and records management processes and capabilities.  This forward-thinking initiative is set to transform the way we manage our information.  

The following update provides you with more information on the background to this and how it will affect you and your work.

What is EDRMS?  

EDRMS stands for Electronic Document and Records Management System, a software solution designed to manage our documents and records throughout their lifecycle.  It facilitates the creation, storage, retrieval, and disposal of digital records in a systematic and secure manner.  

How will it improve how we are doing things?  

By digitising our records management, we’ll improve our operational efficiency, ensure regulatory compliance, and provide better service to the community.  

Some of the key benefits are: 

• Enhanced Efficiency: EDRMS automates many manual processes, meaning you’ll need to spend less of your time on document management tasks. 
• Improved Accessibility: With EDRMS, documents can be accessed remotely and securely from any location, fostering collaboration and flexibility, especially in a hybrid work environment.  
• Compliance and Security: The system ensures that our records are managed in accordance with regulatory requirements, safeguarding sensitive information and maintaining data integrity. 
• Cost Savings: By reducing reliance on paper-based systems and optimising storage solutions, we'll achieve efficiencies in the long term.  

What’s been happening so far?  

We’ve been taking a phased approach to the implementation of these improvements. 

We’ve initially been working with teams across the Council who have a role in managing significant volumes of records, including Communications, Children and Families, Information Governance, Internal Audit and Committees.  This allowed the IT and project management teams to identify and resolve any technical issues, streamline workflows, and gather feedback for further refinements.  

We've provided training and support for staff to ensure they are well-versed in using the new system and we’ve actively collected feedback from them to make necessary adjustments, improve user experience, and address any emerging concerns – ensuring a smooth roll out across the Council.  

What happens now? 

We are now ready to extend EDRMS to other services! 

Our next steps are to: 

• Assess Readiness: we’ll be evaluating the readiness of other services for the transition to EDRMS.  
• Customise Solutions: we’ll be tailoring the system to meet the specific needs of each team.  
• Provide Training Programmes: we’ll be expanding training initiatives to ensure all staff are proficient in using EDRMS.  
• Continual improvement: we’ll be establishing a framework for continuous improvement based on user feedback and evolving technology trends.  

We need you to:

• Review the current Retention Schedule to check for retention periods for your documents.  
• Look at your H: drive and dispose of any files that are no longer required.
• Look at your area on the G: drive and dispose of any folders/files that are no longer required. You could also look to streamlining the remaining records/data.

Where can I find out more?

The EDRMS Project has a space on the OIC Intranet where you can find more information on the project.

If you have any questions, please direct them to Project Officer, Graham Higgins, or Information Governance Officer, Paul Kesterton.