Records Management System for Increased Productivity and Automated Workflows

Background and Challenge Story

As time goes on, the NRPS’ records management platform became less effective. The NRPS sought out to develop a new records management solution that would enable end users to identify, classify, keep or discard of records according to their mandated record retention and disposal regulations efficiently. Prior to seeking a new records management system, the NRPS utilized a specific solution that only managed a subset of all records, namely for enforcement investigation documentation. This solution did not provide a means for the management of records contained in additional critical systems such as, Microsoft Office documents, emails, and other sources. They required a platform that would exponentially decrease valuable time spent on manually managing records and optimize the overall efficiency of the process. Whilst searching for a solution that could achieve these goals, the NRPS faced two challenges:

• Firstly, members of the NRPS were faced with a rapid increase of digital data files, which resulted in a need for assistance in organizing, collecting, and storing records.
• Second, the need for increased productivity and efficiency within their organization.

The NRPS fully embraced the need for a complete scalable system, procedure, and business enablement solutions. However, such a solution would only be implemented in years to come, exacerbating the urgency to solve for their immediate needs. Without assistance, the NRPS would be unable to achieve their goal of a successful technology migration.

Adastra, a leading information management services provider, was brought on board and tasked with designing an effective solution that fulfilled the requirements outlined by the Niagara Regional Police Service.

The solution required enable members to independently identify, declare, classify and organize records from Microsoft Office documents, and other sources, including sent and received email communications. NRPS further wanted the greatest degree of records management process automation to improve their overall storage capabilities and simplify the entirety of the organizational process for NRPS employees.

Given that the NRPS had made the decision to make the move to a dedicated records management solution (RMS) in the upcoming years, the choice was made to leverage their existing Microsoft environment as a first important step in their journey.

Solution Story

Adastra’s experts subsequently identified that MS Power Automate/Power Apps could be used to automate certain workflow tasks, namely, to establish queues for various record disposition methods, and recommended this tool for that purpose. Adastra utilized a three-fold approach to establish an ideal framework for the NRPS’s obstacle to develop a Records Management Center of Excellence.

The first step in the formation of this quality solution was to outline a Future-State Roadmap via a proprietary set of tools and accelerators The roadmap assessed everything from the current state of their RMS, the definition and review of data governance related artifacts such as rules, methodologies, policies, procedures, and organizational culture. The compilation of this information provided Adastra with a holistic perspective of the current situation and ideal state.

Next, Adastra moved forward with the design and setup of the chosen network, which encompassed the development of the operating model, framework, strategy, architecture, and implementation plan. Defining these spheres of accountability and responsibility for the data owners and stewards would enable the NRPS to utilize the new solution to its fullest.

Finally, Adastra’s team of experts provided the NRPS with support and empowerment by equipping them with a one-stop shop for their complete data management needs. By continuously supporting their organization beyond the development of their required solution, Adastra was able to exceed the expectations of their records management system update, and foster a strong, lasting relationship.

Impact

NRPS was able to quickly see the value of the Adastra solution:

• Clarity on solution architecture
• Regulatory compliance
• Data expertise
• Operational records management
• Ability to get valuable insights

NRPS appreciated the importance of the ideal end state as the starting point for the overall solution. Additionally, for the interim solution, Adastra was able to leverage specific functionality of the current environment which could be leveraged for the future full deployment. By engaging with Adastra, NRPS reduced the manual processes allowing its staff to focus on creating great community relationships, ensuring the continuous need of proper data retention procedures and finding a cost-effective solution by leveraging existing architecture and technology as a starting point.

With Adastra’s assistance, the NRPS would be able to store, organize, and generate records through a new records management system that enables members to increase productivity throughout the organization and deliver on their promise to the community.