Project Summary N-138: Electronic records management system
Digital transformation project migrating electronic records from the LAN to Microsoft 365.
Project Summary
Priority: Critical Public Engagement: Not applicable
Project Name: Electronic records management system Project Number: 1-2-01400-310 CC140-18
Submitted by: Melanie Denys, Records and Archives Coordinator Director: Elena Bolster, Corporate Administration
Executive Summary
Carry forward from 2025. Prompt and secure access to electronic records is required to serve the needs and expectations of stakeholders. The Strategic Plan reflects this reality as it includes “Service Excellence” as a priority and values optimized corporate efficiencies. Microsoft 365 (M365) is a cloud-based productivity platform that provides a collaborative workspace for all of the Town’s business units; however, the records program continues to manage electronic records separately in the Local Area Network (LAN). This project will digitally transform the Town’s electronic records, migrating them from a detached repository with its limitations, into the Town’s M365 tenant. This project is similar to those being undertaken by government counterparts in BC, Canada, and internationally. This project is carried forward from prior years and an RFP for implementation services is in process.
Business problem and opportunity
The Town’s official electronic records repository is currently housed on the LAN. There is no inherent ability to collaborate, audit, report, or apply the Local Government Management Association (LGMA) based classification and retention schedule to folder contents, leaving records to be organized and protected through staff procedures and manual administration. An electronic records and information management solution provides necessary tools to govern the Town’s electronic records and workflows in the M365 environment, allowing staff to fully utilize the productivity platform while performing administrative and operational duties. Efficiencies will come from shared workspaces and automation; advanced search functionalities; tools designed to enhance responsiveness to FOI requests and legal discovery; and configuration of settings to manage compliance with regulatory requirements.
Proposed project objectives
To successfully migrate existing information assets into M365, design user permissions and workflows, facilitate staff training, and retire LAN repository, all while considering business requirements, budget, and future organizational needs.
Business risks
The limitations of the current recordkeeping system increase the risk of information loss, cyber security incidents, and increased costs, risk and time lost with records kept past the end of their lifecycle.
Proposed funding
Casino revenue: 1-1-00557-866
Costs and benefits
| Costs | FY1 | FY2 | FY3 | FY4 | FY5 | 5-year Total |
|---|---|---|---|---|---|---|
| Capital | 0 | 0 | 0 | 0 | 0 | |
| Operational | 197,000 | 25,500 | 26,000 | 26,500 | 27,000 | 302,000 |
| Total | 197,000 | 25,500 | 26,000 | 26,500 | 27,000 | 302,000 |
| Benefits | ||||||
| Tangible | - | Systematic electronic records filing and retrieval | ||||
| Intangible | - | Digital transformation of Town records; increase efficiencies and completeness for tasks involving electronic records |
Recommendation
THAT the Committee recommend the 2026-2030 Financial Plan include Electronic records management system in each year with implementation costs to be funded by Casino revenue.
Additional Information
Electronic Records and Information Management Solution
A business needs analysis for a Records and Information Management (RIM) solution was undertaken in 2018. Results of the analysis were used to scope a project outline and begin the draft for an Electronic Document and Records Management System (EDRMS) RFP. In 2019 the project slowed due to significant employee change in this area, coincident with the rollout of Microsoft Office 365 (now known as M365) to staff as a collaboration tool. Office 365 did not have the functionalities required to manage records according to legislative requirements and best practices, and so records remained on the LAN as a result. The COVID-19 pandemic put this project on hold in 2020. During 2022, Microsoft rebranded their platform and released a unified suite of solutions allowing for the prospect of running a records management program without the need for third-party EDRMS software. During this time – moving the project to 2023 to allow the Casino reserve account to rebuild – has been an opportunity for staff to gain greater knowledge of and valuable familiarity with the tools available in M365.
Purpose
Records and Information Management (RIM) is progressively sharing the information services space with Information Technology (IT); by integrating these corporate functions into a singular arena, the Town will streamline costs, information assets, and services. The implementation of a RIM solution is the next step in continuing to manage the Town’s electronic records using the LGMA standards and Information Governance model (see image below):
Scope
The project scope includes:
- Contract award in 2024/early 2025 to the successful RFP Proponent for configuring the existing M365 tenant to include an LGMA based classification and retention schedule, setting up user permissions and workflow, migrating data and documents from computer drives and retiring the legacy LAN.
- Training for the Records Management Team, general users and system administrators.
- The project, once implemented, will be incorporated in all daily work by most staff.
Scale
Implementation of a RIM solution is a corporate-wide initiative. There will be on-going costs with maintaining such a program, including cyber security, privacy and data loss prevention, a portion of enhanced platform licences, updates across the platform, administering off-boarding/on-boarding, as well as information asset management.
Relation to Strategic Objectives
Council has listed “Service Excellence” in the Town’s Strategic Plan and more particularly “Optimized corporate efficiencies” as a key tenet. With an increase in the expectation of fast and accurate electronic records retrieval for successful day-to-day operations and to respond to the public’s increase in Freedom of Information (FOI) requests, it is extremely important that we continue to work towards aligning the Town’s electronic records with the LGMA standards and RIM best practices.
Current Context
The Town’s official repository for electronic records resides on the LAN. The records are organized and protected through staff procedures and guidance.
Problem
The LAN environment provides neither an audit trail feature nor a way to determine what records need to be deleted according to the records management schedule. These deficiencies result in increased risks associated with information loss or over-retaining documents that should be destroyed at the end of the records lifecycle.
Background
Work that continues on the Town’s records and the program overall has been beneficial to date; however, there is still much to be done. All departments are struggling to file and maintain their electronic records in the current folder structure and the need for a purpose-designed platform will continue to grow as the Town undertakes more projects and initiatives. Costs for FOI document retrieval will decrease by managing electronic records in a collaborative environment using the advanced search functionalities available in M365.
Opportunity
This project presents an opportunity to continue to align the management of both our paper and our electronic records according to best practices. It also creates more awareness of the continuing value and importance of the Town’s information assets and allows for a more efficient response to public inquiries in a modern workspace. This project is very similar to electronic records and information management projects being undertaken by government counterparts in British Columbia, Canada, and internationally as organizations shift away from paper-based storage solutions.
Specific Objectives
A RIM solution would ensure that there are sufficient security features to guarantee the integrity of the Town’s electronic records. A RIM solution would provide staff with easy access to electronic records and information collaboration, reducing staff time currently spent searching for information. Finally, the Town would be better able to meet legal records and FOI requirements and to follow legislated retention rules.
Risks to the success of the project
Risks to the success of the project include challenges around change management for staff. This risk will be minimized with tailored training opportunities for all departments. This will help to ensure successful training and comfort with the new system.
Risks and implications if the project is not approved or successfully implemented
Risks of not moving forward with the RIM solution project include:
- Data loss and increased risk of cybersecurity incidents;
- Accidental deletion of the Town’s corporate records;
- Unsuccessful or incomplete fulfillment of FOI requests;
- Increased staff time spent on records retrieval as the number of electronic records continues to grow; and
- Over-retention of records deemed eligible for destruction, which if kept, are then required to be provided in applicable legal and FOI requests; as well, electronic storage and back-up costs will continue to escalate.