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To specify, cost and implement even the most basic desktop EDM system, some form of audit should be a prerequisite. The audit process provides essential information required too scope and cost the most apprporiate EDM solution.  The key areas of the audit can be determined, once an appreciation of what functionality the EDM system has to deliver is attained.

Fundamentally it is necessary to understand what  documents, images and other media need to be managed, who needs to access them, and from where.  

Existing business processes normally have to be ammended to align with new functionality afforded by the EDM system, for this, an understanding of current processes, procedures, and user profile is required. 

Additionally in the case of paper documents, preparation and back-scanning requirements also have to be dimensioned.  

On all Server Based EDM Systems, AbbiTek offer 4 hours FREE initial consultancy. For businesses or departments with up to 20 users, this enables us to complete a basic audit and produce an outline system specification and cost estimate.  

Note: On 'out of the box' desktop systems, we provide free telephone support and guidance.

Prior to our visit, we ask customers to complete the generic checklist shown below. All points may not be relevant, so only those considered appropriate should be addressed.

Checklist for audit

DOCUMENT / RECORDS AUDIT – Guide

**Document = documents/records/content objects What documents are held in the organisation? How are the documents classified? How are the documents organized / indexed? How and when are the documents created, captured, and are they declared as records? What are the access requirements, who, where and when, read only or read and write? How ore the documents used, processed, distributed / published? Who owns the documents? Who looks after the documents? What is the lifecycle (how many stages) of the documents? Where are the documents stored—in what format and on what medium at each stage in the lifecycle? How are the current document management procedures documented? What problems do the current document management procedures pose? What percentage of documents are defined as records and what ore the retention schedules? What are the legal/audit/security requirements? What is the value of the information/knowledge the documents hold? Are all staff aware of their responsibilities for document/records management? What records management training/guidance is provided to staff? What is the volume of electronic documents held and what ore the computer costs of storing them and the staff costs of maintaining them? What is the volume of paper documents held and what are the space costs of holding them and the staff costs of maintaining them? What existing systems are used to manage the documents and what do the systems cost to maintain? What is the role and function of the documents in a department/process/the organisation as a whole? What central services exist in the organisation and what is the role of each of them in relation to document management (IS, records management, archives, central administration, library, etc.)?

Enterprise EDM Systems - A Unique Audit Methodology

If you are planning an enterprise-wide system this information and records audit is a significant task unless the information already exists, that's where we can help.  If you are looking at a departmental or single process requirement then the task is simplified, but still needs a structured approach. 

AbbiTek carry out audits for clients of all sizes and from all sectors. We use a combination of techniques & our own methodology to gather and validate the data. We issue detailed questionnaires to all information/records owners and where required run workshops to explain exactly how the questionnaires should be completed. The questionnaires will van’ depending on the exact requirements and priorities of the client but they all ask the questions listed above plus a number of more detailed questions.

We back this up with interviews and inspections of the documents/records and cross-compare the data gathered and follow up with telephone calls or return visits to resolve any anomalies.

The result is a detailed audit contained in a spreadsheet and a set of detailed notes for each department or section visited or each set of processes reviewed. These findings can then be analysed, together with the results of the process modeling exercise and IT review and documented as a deliverable.

Outputs
The results of the audit will be a detailed account of the current document and records management policies, procedures and systems and a benchmark of those policies, procedures and systems against best practice.

If you are considering EDM why not call us for FREE advice and guidance.

We may be able to save you a lot of time!