isi 6521 cavk v4
TRANSCRIPT
Hôpital Montfort
Management of Administrative Records
Christine Newman, Kelly Sirett, Arouce Wasty & Versna Zaremba
April 2, 2014
ISI 6521 : Gestion des Documents
OUTLINE1. Summary of Needs Analysis
2. Summary of Action Plan
3. Systems Analysis between Microsoft SharePoint® and OpenText Content Server
4. System Recommendation
5. Conclusion
NEEDS ANALYSIS
Methodology
Interviews On-site visit of Hôpital Montfort Review of organizational documents Review of applicable laws and
regulations Functional Analysis Risk Analysis
NEEDS ANALYSIS
Summary
Records Management
Patient RecordsAdministrative
Records
NEEDS ANALYSIS
Summary
Management of Patient Records
Clear, detailed policy and procedures
Centralized Quality control measures Tracking and monitoring of
records Physical infrastructure in
place Electronic system available
Management of Administrative Records
Retention schedule available, but no standardized policies or procedures
De-centralized Physical infrastructure not
yet appropriate for archiving records
No comparative electronic records management system
NEEDS ANALYSIS
Importance of Administrative Records Management
Compliance with laws and regulations
o Personal Information Protection and Electronic Documents Act (PIPEDA)
o Freedom of Information and Protection of Privacy Act (FIPPA)
Organizational Governance
o Traceability
o Accountability
Historical Value
ACTION PLAN
1. Identify a lead in senior management who will spearhead and be responsible for administrative records management
2. Develop a team who will be responsible for the records management
3. Develop policies and procedures for administrative records management
4. Select and obtain a technological system to support and achieve the objectives of the policies and procedures
5. Conduct organizational training on the new records management system
6. Evaluate and review of new administrative records management system
7. Provide ongoing support
Systems Analysis
FunctionalityMicrosoft
SharePoint®OpenText
Content ServerPossible
Score
Creation 19 23 24
Record Declaration 5.5 4.5 6
Classification 21 18 24
Security 10.5 14 15
Access Management 10.5 11.5 12
Retrieval 19.5 19 21
Preservation 3 6 9
Disposition 19 17 19
TOTAL 108 113 135
System Recommendation
SharePoint©
Opportunity to transfer employee knowledge and expertise
Enable inter-departmental mentorship opportunities
Facilitate change management
Functionality is appropriate for the hospital’s administrative records management needs
Records management features easy to implement to current SharePoint© platform:• Records Center• Conservation Schedules
Benefits
• Reduce information redundancies• Promote communication between departments• Standardize record keeping practices in accordance with
applicable legislation and standards, and improving business processes
• Provide the foundation that will allow the hospital to achieve its other strategic goals
• Efficient administrative records management practices• Support Hôpital Montfort’s mission in providing
excellence in patient care through a centralized approach to the hospital’s records management.
Thank you!
Any questions?