EDRMS Needs Analysis Survey

The following EDRMS survey is designed to collect the basic information required for us (and you) to better understand your application requirements, specifically for the automation of all records and document processes using an Electronic Document & Records Management System (EDRMS).

The short survey includes questions on both physical and electronic document management. Please answer the questions that are appropriate to your needs.

If you are looking to implement an EDRMS, digitize your records or if you would like to make better use of your existing products and significantly increase your Return On Investment (ROI), please respond as best you can to the following survey.

We will analyze your needs based on your answers to the survey and respond with a copy of your responses (in Word format) plus a written recommendation on the best way forward to achieve your EDRMS objectives.

Note: We consider the following information to be non-confidential business information, however, if you are concerned please note that any information provided to K1Corp remains confidential and is safeguarded in accordance with our Privacy Policy.

Respondent's Details

Application Overview; does your organization need?

1. Physical Records Management? Managing Paper, File Folders & Archive Boxes? Yes No
1a. Is Physical Records Management automated now? Yes No
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2. Electronic Records Management? Managing Emails, Electronic Documents and Images? Yes No
2a. Is Electronic Records Management automated now? Yes No
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3. Document Imaging; scanning paper documents to create digital images? Yes No
3a. Is Document Imaging automated now? Yes No
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4. Workflow/Business Process Management? Yes No
4a. Is Workflow/Business Process Management automated now? Yes No
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5. Email Management and/or Email Archiving? Yes No
5a. Is Email Management and/or Email Archiving automated now? Yes No
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6. Complaints Management? Yes No
6a. Is Complaints Management automated now? Yes No
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7. Correspondence Management? Yes No
7a. Is Correspondence Management automated now? Yes No
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8. Contract Management? Yes No
8a. Is Contract Management automated now? Yes No
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9. Digital Asset Management? Yes No
9a. Is Digital Asset Management automated now? Yes No
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10. Other Application Needs? Yes No

Can you please list them below:

Detailed EDRMS Requirements

Physical Records Management

1. Do you need to manage physical Paper Documents, File Folders & Archive Boxes? Yes No
A) If so, how many active File Folders do you have?
B) How many inactive File Folders (i.e., stored in Archive Boxes) do you have?
2. Do you do 'active' records management, that is, according to the Continuum Model, managing records from creation to destruction/long term storage? Yes No
3. Do you need to track the requests for and movements of physical records (e.g., Paper, File Folders & Archive boxes)?: Yes No
4. Do you do just 'late term' records management? That is, managing the 'boxing' of records by retention schedule or series for offsite storage? Yes No
5. Do you need to interface with a particular offsite storage company? Yes No
A) If so, which company?
6. Do you need to track records and boxes in an offsite storage location? Yes No
7. Do you assign barcode numbers to your File Folders and/or Archive Boxes? Yes No
8. Do you need to support wedge barcode readers (i.e., attaching to your desktop)? Yes No
9. Do you need to support portable barcode readers (i.e., used for inventories)? Yes No
10. Do you need to print color-coded File Folder labels? Yes No
A) If so, do you currently use a software package to print labels? Which one?
11. Do you need to do a regular census of boxed or filed physical records (using the portable barcode reader)? Yes No
12. Do you have a Retention Schedule? Yes No
A) If so, do you manage the retention lifecycle of your records by Retention Codes? Yes No
13. Do you have Series Codes? Yes No
A) If so, do you manage the retention lifecycle of your records by Series Codes? Yes No
14. Do you have a Business Classification System (BCS)/Taxonomy? Yes No
15. Do you use file titles on your File Folders? Yes No
A) If so, how many levels of file title do you use?
B) Are these file title levels hierarchical? Yes No
16. Do you manage the lifecycle of records via a File Plan (Multiple Record Categories)? Yes No
17. Do you use 'intelligent' file folder numbers, e.g., AB/27/2005? Yes No
B) If possible, please briefly explain how they work.
18. Do you use auto-generated sequential file folder numbers, e.g., 2005/000213? Yes No
19. Is Archive Box management and tracking part of your requirements? Yes No
A) If so, how many Archive Boxes do you have?
B) And, are your Archive Boxes managed onsite, offsite or both?

Electronic Document Management

20. Is Document Management a requirement? Yes No
A) If so, how many electronic documents does your organization create each month?
21. Is Document Imaging part of your requirement? Yes No
A) If so, how many pages on average do you need to scan per month?
22. How many users do you have that will need to access the EDRMS?
A) Can you please split these into heavy duty and inquiry users, how many of each? Heavy Duty
Inquiry
23. Are your users geographically distributed? Yes No
A) Are they all supported over a WAN or do you need to support them over the Internet or your Intranet?
24. Is Workflow a requirement (e.g., in order to manage business processes)? Yes No
A) If so, how many processes do you need automating?
25. Is Email Management a requirement? Yes No
A) If so, how many mailboxes do you need to manage?
B) Which email servers do you use (e.g., Office365, Gmail, Exchange)?
26. Is Complaints Management a requirement? Yes No
A) If so, how many complaints do you receive per month?
27. Is Correspondence Management a requirement? Yes No
A) If so, how many items of correspondence do you receive per month?
28. Is Contract Management a requirement? Yes No
A) If so, how many contracts do you have?
29. Is Digital Asset Management a requirement? Yes No
A) If so, please estimate the size of your digital assets holding in GB
30. Do you have other applications you need to digitize? Yes No
A) If so, can you please list them.

Details of your existing records environment

31. Do you have an existing Records Management system to convert from? Yes No
A) If so, is it manual or computerized?
B) If it is a computerized system, what is its name (e.g., RecFind)?
32. Do you have electronic documents on Shared Drives that have to be captured? Yes No
A) If so, please estimate size in GB?
33. Do you have electronic documents in other applications that have to be captured? Yes No
A) If so, please estimate size in GB?
34. What is the annual growth rate of your electronic document store (percentage)?
35. What is the annual growth rate of your physical records (percentage)?

EDRMS Summary, have we understood your requirements. Please confirm?

36. Which descriptions below apply to your requirements:
Physical Records Management (File folders, paper, archive boxes, etc)
Electronic Document Management (Managing Word, Excel, PowerPoint files etc)
Imaging (Scanning, indexing and saving incoming paper documents)
Email Management (Capturing, indexing and saving emails)
Workflow (Managing business processes)

Other issues to be considered
37. What would you regard as the biggest issue or most critical problem you hope to solve with a new system? (E.g., 'Lost files, 'Compliance', 'Shared Drives', 'Release Floor Space', etc). Please explain.
38. Do you need to integrate to one or more 'other' systems (e.g., SharePoint)? If so, can you please provide a brief explanation? For Example, do you want to extract information from your EDRMS and export it to another application or, do you want to extract information from another application and import it into your EDRMS? Yes No
39. Do you have a requirement for outside agencies/organizations to connect to your EDRMS in a secure, collaborative manner? That is, is it a requirement for other users from other organizations to connect to and use your EDRMS? Yes No

Usage

1. Are there any issues that concern you with the current use of your RM products? Anything that doesn’t work the way you would like it to work or problems of any kind?

Please list them:
2. Are there any features or capabilities you need that are not provided in your current RM product?

Please list them:
3. Is there anything unique about your requirements that we need to be aware of; anything that will require special action to resolve?

Please explain:
Do you want Knowledgeone Corporation to contact you to discuss the results of your survey? Yes No

Download the free EDRMS Cost Justification worksheet. Calculate your savings when rolling out an EDRMS.

» EDRMS Cost Savings Worksheet (xlsb)