1. Summary of Needs Analysis

2. Summary of Action Plan

3. Systems Analysis between

Microsoft SharePoint® and

OpenText Content Server

4. System Recommendation

5. Conclusion

Methodology

Interviews

On-site visit of Hôpital Montfort

Review of organizational documents

Review of applicable laws and

regulations

Functional Analysis

Risk Analysis

Summary

Records Management

Patient RecordsAdministrative

Records

Summary

Management of Patient

Records

Clear, detailed policy and

procedures

Centralized

Quality control measures

Tracking and monitoring of

records

Physical infrastructure in

place

Electronic system available

Management of

Administrative Records

Retention schedule

available, but no

standardized policies or

procedures

De-centralized

Physical infrastructure not

yet appropriate for archiving

records

No comparative electronic

records management system

Importance of Administrative Records Management

Compliance with laws and regulations

o Personal Information Protection and Electronic Documents

Act (PIPEDA)

o Freedom of Information and Protection of Privacy Act (FIPPA)

Organizational Governance

o Traceability

o Accountability

Historical Value

1. Identify a lead in senior management who will spearhead and be responsible for administrative records management

2. Develop a team who will be responsible for the records management

3. Develop policies and procedures for administrative records management

4. Select and obtain a technological system to support and achieve the objectives of the policies and procedures

5. Conduct organizational training on the new records management system

6. Evaluate and review of new administrative records management system

7. Provide ongoing support

FunctionalityMicrosoft

SharePoint®

OpenText

Content Server

Possible

Score

Creation 19 23 24

Record Declaration 5.5 4.5 6

Classification 21 18 24

Security 10.5 14 15

Access Management 10.5 11.5 12

Retrieval 19.5 19 21

Preservation 3 6 9

Disposition 19 17 19

TOTAL 108 113 135

SharePoint©

Opportunity to transfer employee knowledge and expertise

Enable inter-departmental mentorship opportunities

Facilitate change management

Functionality is appropriate for the hospital’s administrative

records management needs

Records management features easy to implement to current

SharePoint© platform:

• Records Center

• Conservation Schedules

• Reduce information redundancies

• Promote communication between departments

• Standardize record keeping practices in accordance with

applicable legislation and standards, and improving

business processes

• Provide the foundation that will allow the hospital to

achieve its other strategic goals

• Efficient administrative records management practices

• Support Hôpital Montfort’s mission in providing

excellence in patient care through a centralized

approach to the hospital’s records management.