Podcast
Questions and Answers
What was the primary reason for migrating to the newer EDM software?
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?
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?
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?
Which issue was NOT associated with the records management software migration?
What is one of the key functionalities of the EDM software that was underutilized by the state?
What is one of the key functionalities of the EDM software that was underutilized by the state?
Which entities benefit directly from the services provided by the Records Center?
Which entities benefit directly from the services provided by the Records Center?
What role does Jessica Weston hold within the Records Management Services?
What role does Jessica Weston hold within the Records Management Services?
What was the consequence of not meeting the deadline for migration from the old system?
What was the consequence of not meeting the deadline for migration from the old system?
What was the most likely reason for choosing a Friday as the final migration day?
What was the most likely reason for choosing a Friday as the final migration day?
What was the primary purpose of extracting and loading data into the new system during the final day of migration?
What was the primary purpose of extracting and loading data into the new system during the final day of migration?
What was the key factor that determined the success of the migration, as indicated by the passage?
What was the key factor that determined the success of the migration, as indicated by the passage?
What was the primary reason for the State of Michigan decommissioning the previous software used for the Records Center?
What was the primary reason for the State of Michigan decommissioning the previous software used for the Records Center?
Based on the information provided, which of these statements is NOT true about the migration process?
Based on the information provided, which of these statements is NOT true about the migration process?
Which of these best describes the primary goal of the migration process, as indicated by the passage?
Which of these best describes the primary goal of the migration process, as indicated by the passage?
What does the phrase "emergency requests were required to be made by phone" suggest about the system downtime during the migration?
What does the phrase "emergency requests were required to be made by phone" suggest about the system downtime during the migration?
What was the significance of the migration team having access to the current system during the first day of the two-day downtime?
What was the significance of the migration team having access to the current system during the first day of the two-day downtime?
What was the primary reason for decommissioning the older Records Center software?
What was the primary reason for decommissioning the older Records Center software?
What was the experience of the project team members with the EDM software?
What was the experience of the project team members with the EDM software?
What was the scope of the migration project?
What was the scope of the migration project?
What was the result of the data cleanup in the Records Center software a few years prior to the migration project?
What was the result of the data cleanup in the Records Center software a few years prior to the migration project?
What was the purpose of involving internal staff members during process development?
What was the purpose of involving internal staff members during process development?
What was the outcome of the migration project in terms of functionality?
What was the outcome of the migration project in terms of functionality?
What was the deadline for completing the migration project?
What was the deadline for completing the migration project?
What was the reason for allocating 40% of the project team's time to this project?
What was the reason for allocating 40% of the project team's time to this project?
What was the approach taken during process development?
What was the approach taken during process development?
What was the outcome of the EDM software's space management capabilities being leveraged?
What was the outcome of the EDM software's space management capabilities being leveraged?
What was the primary purpose of iterative configurations and testing during the development of the new software?
What was the primary purpose of iterative configurations and testing during the development of the new software?
Which aspect of the records disposal process involves the tracking of boxes?
Which aspect of the records disposal process involves the tracking of boxes?
What was a specific requirement for the custody transfer process to the Archives of Michigan?
What was a specific requirement for the custody transfer process to the Archives of Michigan?
How did the migration of users change from the previous software to the new software?
How did the migration of users change from the previous software to the new software?
What was the function of legal holds in the EDM software?
What was the function of legal holds in the EDM software?
What was a significant limitation of the new Records Center software concerning user access?
What was a significant limitation of the new Records Center software concerning user access?
What communication strategy was employed during the migration process?
What communication strategy was employed during the migration process?
What type of training was provided to records management officers?
What type of training was provided to records management officers?
What was a distinct feature of the actual migration process?
What was a distinct feature of the actual migration process?
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.
