Kaizen Infosource LLC

RIM Consolidation and Integration

The Challenge

Upgrade and consolidate the records systems of a multi-office company that had six separate file rooms and six separate records databases. Each record database contained unstructured, freeform text. Additional records were tracked in Word and WordPerfect documents. Multiple tasks included: updating the company’s records governance, consolidate 110,000 disparate database records and documents into a centralized, structured Records Information Management system, and integrate it with existing document management and email systems. The project had an inflexible deadline corresponding to the firm’s relocation.

The Solution

A project plan with a complex critical path was developed. Records governance, vendor selection for RIM software, and conversion of free-form-text records data occurred concurrently. Retention schedules were consolidated and narrowed into one master schedule for inclusion in the new structured records database. A vendor selection process produced RIM software, which was installed for acceptance testing. Training materials and a training schedule which supported the needs of varied levels of users was established. The RIM software and consolidated data were installed on the production network, and was integrated with the document management and email systems.

The Result

The RIM system installation was completed as planned. Records information could be shared within the entire company, fewer Records clerks were required to support the company, and the Records department provided significantly improved service levels, while reducing costs. The RIM system was also a key component of The IT Director’s strategic plan to implement an ECM Lifecycle system.

About Kaizen InfoSource

Kaizen InfoSource is the premier records and information management and information technology consultancy in northern California, with headquarters in Palo Alto, and offices in San Francisco, Los Angeles and Sacramento. Kaizen’s team of consultants has over 100 years of experience in providing strategic, practical approaches to designing business process solutions, utilizing technology and developing information governance which provides a measurable return-on-investment for tis clients. Kaizen has extensive experience with working with both the private sector and government organizations.

For Further Information Contact:
Helen Streck