EDMS Usage

Definitely not: they just want to save their documents and use the EDMS for searching and retrieving documents

Somewhat: they will often search based on a file classification category

Definitely beneficial: they regularly use file classification categories and are very comfortable navigating the sections

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Hello: This questionnaire is in support of a Masters Thesis on existing and planned Hummingbird DM EDMS implementations in British Columbia government institutions. The aim of the study is to gain insight regarding the level of integretion achieved between the file classification system (MOA file plan) and the EDMS towards full life-cycle management of electronic documents. It will take approximately 20 minutes to complete the questionnaire. Your participation in this study is completely voluntary. There are no foreseeable risks associated with this project. However, if you feel uncomfortable answering any questions, you can withdraw from the survey at any point. Your survey responses will be stricly confidential and data from this research will be reported only in the aggregate. Your information will be coded and will remain confidential. If you have questions at any time about the survey or the procedures, you may contact Barb McDonald at the email address specified below. Thank you very much for your time and support. Please start with the survey now by clicking on the Continue button below. Section 1 - Site Profile What is the name of your municipality? What year did you implement Hummingbird (PCDocs) EDMS? What is your current version of Hummingbird? What were the motivations for moving to an Electronic Document Management system? (choose all that apply) Managing Electronic "Office" Documents Managing Paper File Locations Freedom of Information Compliance Conserving Storage Space Conserving Paper Other What was the total budget allocated for the EDMS project? Under $100K $100-$250K $250-$500K Over $500K What department took the leadership role in the Hummingbird EDMS implementation? City Clerk Information Technology (IT) Other Was Executive Sponsorship obtained? Full Executive sponsorship from all department heads Partial consensus; some departments did not support the initiative No sponsorship; a "spearhead" initiative by one department What is the total number of Hummingbird client licences? Under 100 100-250 250-500 500-1000 Over 1000 How many documents currently reside in your EDMS? Under 50,000 50,000 to 250,000 250,000 to 500,000 500,000 to 1,000,000 Over 1,000,000 How much time did it take to complete your "initial" implementation of Hummingbird? 0-6 months 6-12 months Over 1 year What approach did you adopt during your implementation? Phased - department by department Directed - aimed at specific staff in each department All at once - all departments at one time Section 2 - File Classification Do you utilize a modified version of the MOA file classification system template? Yes No What year did you implement your corporate file classification system? Does your file classification system have a "name" or acronym .. please specify? Do you conduct training for staff focused only on your file classification system? Yes, as part of new staff introduction Yes, upon request from the department No, file classification training is done in conjuction with EDMS training Give your opinion: What level of understanding do your end-users have of the corporate file plan? Well understood - all sections Partial understanding - at least for their relevant section No understanding at all Give your opinion: Do your end-users see the benefit of the file classification system? Definitely not: they just want to save their documents and use the EDMS for searching and retrieving documents Somewhat: they will often search based on a file classification category Definitely beneficial: they regularly use file classification categories and are very comfortable navigating the sections What mechanism is used by your end-users most often when searching for a document within the EDMS? (choose one) Full-Text search Subject or Author Document Number Primary, Secondary or Tertiary Classifiation levels Do you allow your end-users to add levels to your file classification system? Yes No What level(s) of your file plan do you allow your end-users to edit? (indicate all that apply) Primary Secondary Tertiary Comments: Section 3 - Content and Capture What application program constitutes the majority of documents within your EDMS? Specify the one that has the highest number of documents. (choose one) MS Word MS Excel MS Powerpoint Image Files (scanned in) Adobe Acrobat Autocad E-Mail Is "opt-out" enabled or disabled .. as in the ability to save out to a network drive? No Opt-out Can Opt-out Do you have staff specifically delegated to monitoring EDMS classification accuracy? Yes No Indicate the staff delegated to monitoring the accuracy of file classification in your EDMS. Records Manager(s) Administrative Staff within departments Administrative Staff within Clerks Office Other Do you conduct regular or periodic “audits” of your Hummingbird EDMS in order to validate file classification mappings? Yes No If an audit was performed, what do you anticipate the accuracy level would be for file classification of your documents. 0-30% accurate 30-50% accurate 50-80% accurate 80-100% accurate Do you utilize EDMS search to facilitate Freedom of Information requests? Yes No True or false? Has the EDMS proved itself as a time saving tool for the purposes of FOI compliance? True False Give an example of how you have utilized your EDMS for FOI purposes. Section 4 - Life-Cycle Management Do you currently have retention schedules established for your file classification hierarchy? Yes No What plans if any are there regarding retention schedules for your file plan? Are you currently using or planning on implementing Hummingbird RM for the purposes of managing the life-cycle of your electronic documents? Yes No What are the reason that you are not going forward with Hummingbird RM? What do you perceive as your biggest challenge in managing the full lifecycle of your electronic records? (indicate all that apply) Ensuring good document capture Ensuring adequate computer resources (disk, tape, cdrom, processing power) Ensuring accurate document classification Ensuring adequate staff resources to manage records Other Section 5 - About Paper Use Do you currently track paper usage? Example: monthly or quarterly accounting for total number of pages printed/copied. Yes No What are the total pages printed/copied per month? Do you support and encourage "scanned" image input into your EDMS? Yes No Give your opinion regarding the amount of paper consumed by your organization since the EDMS implementation. No change Noticeable increase Noticeable decrease