Michigan State Records Center Operations

Questions and Answers

What was the primary reason for migrating to the newer EDM software?

To utilize the additional features of the older software

To reduce overhead costs and streamline management (correct)

To improve data security and access

To enhance the physical storage capacity of records

What service does the Records Management Services NOT provide?

Cloud storage solutions for records (correct)

Retention and disposal scheduling for public records

Development of public record-keeping standards

Records management education and training

When was the older software, managing physical records, first implemented?

2010

1997 (correct)

2005

2000

Which issue was NOT associated with the records management software migration?

Migration of data from physical records to electronic format Signup and view all the answers

What is one of the key functionalities of the EDM software that was underutilized by the state?

Space management Signup and view all the answers

Which entities benefit directly from the services provided by the Records Center?

All state departments, the Legislature, and the Courts Signup and view all the answers

What role does Jessica Weston hold within the Records Management Services?

Imaging Services Manager Signup and view all the answers

What was the consequence of not meeting the deadline for migration from the old system?

Potential loss of records management capability Signup and view all the answers

What was the most likely reason for choosing a Friday as the final migration day?

It allowed for weekend work in case of issues. Signup and view all the answers

What was the primary purpose of extracting and loading data into the new system during the final day of migration?

To ensure that all data from the old system was transferred to the new system. Signup and view all the answers

What was the key factor that determined the success of the migration, as indicated by the passage?

The migration resulted in no complications for business operations. Signup and view all the answers

What was the primary reason for the State of Michigan decommissioning the previous software used for the Records Center?

The new software provided significant cost savings by reducing the number of supported systems. Signup and view all the answers

Based on the information provided, which of these statements is NOT true about the migration process?

The migration process involved only one day of data extraction and loading. Signup and view all the answers

Which of these best describes the primary goal of the migration process, as indicated by the passage?

To streamline operations and reduce costs by eliminating redundant systems. Signup and view all the answers

What does the phrase "emergency requests were required to be made by phone" suggest about the system downtime during the migration?

The downtime was unavoidable and caused disruption to critical operations. Signup and view all the answers

What was the significance of the migration team having access to the current system during the first day of the two-day downtime?

It allowed them to complete outstanding requests and ensure a seamless transition to the new system. Signup and view all the answers

What was the primary reason for decommissioning the older Records Center software?

To reduce the cost of different servers, IT support, staff resources, licensing, and product vendor support Signup and view all the answers

What was the experience of the project team members with the EDM software?

Both Jennifer and the author had a combined 14 years of experience Signup and view all the answers

What was the scope of the migration project?

To perform the same functions as the current software with minimal changes Signup and view all the answers

What was the result of the data cleanup in the Records Center software a few years prior to the migration project?

A significant decrease in data quality issues Signup and view all the answers

What was the purpose of involving internal staff members during process development?

To discuss current processes and for testing Signup and view all the answers

What was the outcome of the migration project in terms of functionality?

Almost all of the functionality was moved to the new software Signup and view all the answers

What was the deadline for completing the migration project?

June 2019 Signup and view all the answers

What was the reason for allocating 40% of the project team's time to this project?

To ensure the project was completed within the given deadline Signup and view all the answers

What was the approach taken during process development?

To replicate the current processes as much as possible Signup and view all the answers

What was the outcome of the EDM software's space management capabilities being leveraged?

The EDM software was successful in managing evidence storage Signup and view all the answers

What was the primary purpose of iterative configurations and testing during the development of the new software?

To ensure legal and retention compliance Signup and view all the answers

Which aspect of the records disposal process involves the tracking of boxes?

Tracking boxes through to their point of destruction Signup and view all the answers

What was a specific requirement for the custody transfer process to the Archives of Michigan?

To capture current data and migrate it to static fields Signup and view all the answers

How did the migration of users change from the previous software to the new software?

Only active users from the past 18 months were retained Signup and view all the answers

What was the function of legal holds in the EDM software?

To ensure that holds were properly verified and migrated Signup and view all the answers

What was a significant limitation of the new Records Center software concerning user access?

Users were unable to log in from outside the state domain Signup and view all the answers

What communication strategy was employed during the migration process?

Users were encouraged to submit boxes prior to migration Signup and view all the answers

What type of training was provided to records management officers?

In-person training as well as custom materials Signup and view all the answers

What was a distinct feature of the actual migration process?

No new box submissions were accepted for two weeks Signup and view all the answers

Study Notes

Overview of Records Center Migration

Michigan has operated a centralized records center since 1954, storing up to 500,000 boxes.
Services extended to all state departments, the Michigan Legislature, and the Michigan Supreme Court and Court of Appeals.

Problem and Decision

Two outdated software systems were managing records: one since 1997 and the other since 2010.
To cut costs, the decision was made to migrate to a newer electronic document management (EDM) software for both physical and electronic records.
A deadline of June 2019 was established due to impending support cessation for the old system.

Project Scope and Team

Two project leads, Jessica Weston and Jennifer Silveus, had 14 years combined experience with the EDM software.
The project scope mandated replicating current functionality with minimal enhancements to ensure a thorough migration.
Essential resources included a student assistant and other internal staff as needed, with about 40% of their time dedicated to the project.

Data and Process Migration

The project involved mapping and migrating data fields from both systems to create a seamless transition.
A clean data environment from prior data cleanup efforts and updated process maps facilitated streamlined migration.
Only data for boxes and files actively in the Records Center or checked out for less than 10 years were migrated.

Key Migration Processes and Features

Developed retention triggers aligned with state retention and legal requirements through iterative configurations and testing.
Implemented new barcode scanners compatible with both software to facilitate tracking.
Established a comprehensive records disposal process, including tracking, approval, and destruction of applicable records.
Collaborated with the Archives of Michigan on custody transfer processes of records, ensuring accurate data capture for accessioned boxes.
Limited user migration to active users from the past 13 months; inactive accounts were established for older users.

System Transition and User Training

Communication with users began six months before migration, preparing them for a two-week period of transition.
Two weeks prior, users were encouraged to submit boxes to mitigate backlog during the migration.
Trained departmental records management officers in-person and offered live webinars for standard end users.

Migration Execution

Actual migration occurred in two phases; significant functions continued with limited user access.
A rollback strategy was prepared in case testing identified issues post-migration.
Final data migration occurred on a Friday, enabling potential weekend troubleshooting, with a seamless transition to the new system by the following Monday.

Results and Benefits

Migration completed successfully within the one-year deadline: 282,500 boxes and 1,881,500 files were migrated, with minimal downtime.
High user acceptance and the ability to decommission the previous system contributed to cost savings.
The same team managing the EDM system can now oversee the Records Center system, optimizing resource use and enhancing software proficiency.

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Description

Learn about the Michigan State's centralized records center operations, its history, capacity, and services provided to state departments, legislature, and courts. Understand the role of the Department of Technology and Records Management Services.