3 Tips for a Successful Records Management Software Implementation

December 15, 2016

Implementing a new records management solution within your organization can involve numerous project management tasks. There’s allocation of internal resources, deadlines to consider, and budgets to meet. Learn how to reduce unforeseen schedule conflicts and cost issues with these key considerations.

1. Define Project Decision-Makers

Often initial project meetings happen via conference call and involve multiple people, including end-users, IT leadership, or other individual contributors. While these meetings allow teams to share opinions and build consensus, it’s important to define the decision-makers prior to the kick-off meeting with your software vendor.

Both physical and electronic records management software can feature extensive design flexibility and various customization options. Be sure there is no ambiguity when communicating design or feature decisions to your software vendor to avoid additional development time and cost due to miscommunication.

2. Understand Your Legacy Data

It seems simple in theory but understanding your organization’s legacy data is key to keeping your records management software implementation on schedule.

Prior to the initial kick-off, be sure to allocate sufficient resources that can be available to collaborate with your software provider during the data clean-up process. Take time to review all current data sources and data constraints. A lengthy data clean-up can add unexpected time at the start of the project.

3. Third-Party Vendor Integrations

In the initial stages of implementation, notify your third-party ECM software and/or storage vendors such as Iron Mountain, O’Neil, Andrews, DHS, and DocuData as soon as possible. Building this step early in the implementation schedule allows sufficient time to request resource identification for integrations with the new records management system.

Resource constraints, timeline issues, and communication challenges are sometimes unavoidable during major software implementations. In addition to selecting an experienced software provider, take time to consider these items to ensure your team delivers a smooth, successful records management software solution.