Technology Planning

Technology Planning

Technology Evaluation and Implementation

We provide independent expertise and advice in evaluating, selecting and implementing IM technologies. In addition to helping you understand and plan for the technologies themselves, we can help manage change and any process issues that arise during implementation.

Situation

We provide product and vendor independent expertise and assistance to organizations who are evaluating, purchasing and implementing technologies related to information management, such as

  • Enterprise Content Management (ECM) systems
  • Electronic Document and Records Management Systems (EDRMS)
  • Microsoft 365 (M365)
  • imaging/document management systems
  • e-mail archiving, etc.

Successful technology implementations require an holistic approach that involves not just hardware and software, but the kinds of structures, business processes and tools we offer with our program development services, as well as the training, engagement and change management assistance we provide with our program implementation services.

Solution

Successfully implementing new IM technology requires managing your processes and people as well as the technology infrastructure itself. Ergo can assist throughout the process, from initial business case development to planning for implementation.  We can assist in six major areas:

  1. Building the business case for IM technology implementation
  2. Identifying and rating functional requirements
  3. Writing procurement documents such as a Request for Proposal (RFP)
  4. Advising on the selection of a vendor (we’re always a neutral advisor during the selection process)
  5. Preparing for IM technology implementation by developing (or updating) your IM infrastructure, including such areas as IM policies, metadata schema, retention rules and operational procedures (e.g. imaging quality assurance, etc.)
  6. Planning for IM technology implementation through the development of employee communications, and the development and delivery of training in the non-technological requirements for managing recorded information (we leave training in the nuts and bolts of how the selected application works to the software vendor)

Types of Projects

  • Business Case Analysis
  • Functional Requirements
  • System Specifications
  • RFI/RFP Writing
  • Vendor Evaluation and Selection
  • Technology Planning and Implementation

Ergo Information Management Consulting provides product-independent advisory services to assist organizations in managing and controlling their information.

Services

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 Telephone

 

(905) 702-8756
1-877-857-7111

 

Email

 

info@eimc.ca

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Case in Point

That's A Lot of Records!
Often the requirement for a needs assessment is driven by a specific initiative being considered or an immediate problem to be solved, rather than a general desire to establish a corporate (or organization-wide) IM program. We had a client wanting to improve its management of a specific group of critical records – thousands of member files in paper, microform and digital formats containing hundreds of unique document types.
Assess, Plan and Schedule
Ergo reviewed the organization’s current practices for managing those records, compared those practices to best practices, and identified risks and areas for improvement. From there we developed a strategic plan with a focus on records storage and retention. The plan identified the operational, financial and technological requirements for implementing the recommended changes, improvements and enhancements in the lifecycle management of the member records. Activities in the plan were classified as short term (next 6-12 months), medium term (next 12-24 months) and longer term (next 25+ months).
Step by Step Success
Implementation of the strategic plan enabled this organization to ensure its member records are properly identified, organized, accessible, protected and retained as long as necessary to meet operational and other requirements.
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