Welcome to Part 1 of our deep dive into the current Treasury Board mandate to move every department over to OpenText GCDOCs for records management in the Federal Government.
As we know from our previous post (emails may be records!) emails and their attachments can be deemed as records for retention purposes in the federal government, and it is your personal responsibility to determine if that is the case. Emails have had an important impact on how we communicate and exchange in the workplace for almost 20 years now, yet email communications are often left out of the records management space. In today’s fast paced, email centric work environment, how can we change the current mentality and thinking surrounding emails, and ensure that your department is not losing any emails that have business value (IRBV) to the Government of Canada.
We need an Enterprise Content Management system that meets the following requirements, all while being easy to use, and familiar, and have strong user adoption surrounding it.
But what solution can hit all of those bullet points? The answer may surprise you.
But not just Outlook on its own. Outlook in partnership with SharePoint, GCDOCs, and harmon.ie. These three systems working together provide a Best-of-Breed Architecture that can solve your departments GCDOCs requirement.
This de-coupled Solution Architecture is designed with several key advantages:
- IM Team defines enterprise content types in SharePoint that maps to GCDOCS categories and attributes: mapping gets done only once in the AGA Transformation Site (set it and forget it)
- IM Team defines rules based on folders and metadata in OpenText AGA Profile Rules in SharePoint that will send emails and documents to specific locations in a GCDOCS repository and assign IM Classification / Retention & Disposition Policies: again, mapping gets done only once
- Normal users are not aware of the existence of the AGA Transformation Site middle tier; all actions related to sending a document as a record to GCDOCS happen automatically as background operations
- Users don’t even have to go to the GCDOCS application to post, search and read records
- All existing SharePoint Team sites do NOT have to be modified to integrate the AGA connector in order to interface with GCDOCS
The current Treasury Board mandate to move every department over to OpenText GCDOCs for records management is certainly feasible and can be implemented in many ways. However, by implementing the strategy and architecture proposed above, the resulting solution will not only meet current TBS objectives but also provide all departments with the following benefits:
Part 2 of this discussion into records management initiatives in the Federal Government will look at the user experience from Outlook to GCDOCs. From storing email messages as records in GCDOCs, to searching for records in GCDOCs straight from your Outlook client.
Daniel Sanscartier, CTO