Map documents and applications
We identify what is created, where it comes from and who handles it. The analysis covers separate registers, organisational roles and the main problems in current practice.
Define your records management requirements
Before choosing software, understand your documents, processes and dependencies. We prepare a specification that supports selection, delivery and acceptance.
Specify the future solution
We document functions, metadata, interfaces and operating requirements. Important requirements include an acceptance method, rather than a broad statement that is difficult to test.
Plan migration and participation
We define what data will move, who prepares it and where staff input is needed. Early review of the source system helps expose missing information and transition risks.
A basis for decisions
You receive the target processes, requirements, dependencies and recommended stages. The material supports both supplier selection and implementation management.
Current situation → Analysis → Methodology → Requirements and brief → Implementation oversight → Operation and development. Conceptual diagram · not a fixed product configuration
Frequently asked questions
What information is needed for an assessment?
Usually internal procedures, a system description, application and interface lists, and representative work examples. Access is agreed in advance. Sensitive documents should not be sent through a public enquiry form.
What affects implementation cost and timing?
Applications, users, interfaces, data quality and customisation all matter. A proposal should distinguish licences, implementation, migration and support. A useful schedule also accounts for the customer's preparation and participation.
What matters most when replacing a records system?
Obtain data descriptions and exports early, map document and case relationships, and agree how open work will continue. Trial migration and result checks belong in the plan before the old system is retired.
How can we reduce vendor lock-in?
Agree export of documents, metadata and relationships, interface documentation and exit assistance. Test whether the export is usable. Being able to download files is not the same as transferring the whole solution.
Must every application go live at once?
No. A DMS can often start with one application. Statutory records management also needs continuity of registration and operation. Plan stages around those duties and dependencies, not just screens.
How should users prepare for the change?
Training should follow their roles and real tasks. A pilot group, short guides and a clear support contact help. Administrators and records staff need their own training, not just an end-user demonstration.