1.Summary of Needs Analysis 2.Summary of Action Plan 3.Systems Analysis between Microsoft SharePoint® and OpenText Content Server 4.System Recommendation.

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?