RIMtech’s 6-Step EDRMS Deployment Methodology®
Once an organization acquires modern records software for use within a Microsoft SharePoint platform, the path to achieve full recordkeeping compliance in SharePoint is typically a long, complex, and costly road:
Too often, some projects end in a failure to properly and completely achieve genuine recordkeeping compliance. There are usually two reasons for such failure:
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The accuracy of the classification against the retention schedule is below the minimum threshold necessary to proceed with disposition.
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Case records (with event-driven retention rules) are improperly handled.
RIMtech’s Rapid Records Software Deployment (RSD) methodology guarantees that these two fatal mistakes are avoided. The path to genuine recordkeeping compliance will be:
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Reliable. Genuine, measurable records compliance is assured, with no possibility of the two common fatal mistakes.
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Rapid. Compliance will be achieved in a fraction of the time it would otherwise take, thanks to the combination of the methodology and special Catalysttm tools.
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Low cost. The cost to reach compliance will be greatly minimized due to the overall reduced effort and time.
The methodology consists of the following six steps as shown:
With Microsoft Purview, steps 3 and 6 may have to be combined.
There are three measures that tell us if an EDRMS project is successful/healthy (or not):
Qualification Rate. What percentage of inbound email (email stream) we should expect as declared records. Typically measured annually. Typically 5% (email), 95% (Direct).
Declaration Rate. Of those we expected to be declared (qualification), what percentage were declared as records? Must be measured daily. A typically acceptable rate would be 75% or higher.
Classification Accuracy Rate. Of all the documents declared as records, what percentage are known to be correctly classified (i.e. they have the correct retention rule assigned)? Must be measured daily. Must be at least 85% at all times, or disposition is impossible.
The first metric is impossible to measure inside SharePoint itself, as it is a measure of the user’s judgement. The latter two measures are easily carried out in SharePoint as simple queries. Below is a diagram of a hypothetical “dashboard” of the three measures. Qualification Rate and Declaration Rate are split into two streams, email and Direct (creating documents).
The most lethal of the three is the Classification Accuracy Rate. It is in essence a measure of quality of the records. Misclassified records would be destroyed either too late, or too early. Hence, this is the make-it-or-break-it EDRMS measure.
We must consistently and persistently track these three measures. The Classification Accuracy Rate must never be allowed to slip below the target rate. Most of the efforts to support this rate will be pre-implementation, and they include:
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Making the retention schedule software-ready.
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Tracking Case vs. Admin categories and delivering up-to-date categories for the case categories that people are classifying against.
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Delivering motivational impetus to users to take greater care, via the EAP (Enterprise Adoption Plan).
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Use of RBR (Rules-Based Recordkeeping) or RRM (Replication Records Management) to automate the declaration and classification of documents.
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Suitable ECM architecture, so people put the right documents in the right places.
The EDRMS Administrator must measure and report on the declaration rate and classification accuracy rate each every working day, so problems can be spotted early and a remediation plan put into place before they fall into an unacceptable range.
These are the core Key Performance Indicators that must be measured.
The relationship between the retention schedule, the ECM Architecture, and RBR Rules
Metadata Map
The process used to define Metadata.
Using RBR to automate recordkeeping.
RBR Rules.