What is a Records Management Application (RMA)?

A Records Management Application (RMA) is a software program that helps users file, store, retrieve, and manage the retention of their electronic records. These products work with a variety of common desktop applications such as e-mail software, digital imaging tools, electronic spreadsheet and presentation products, etc. RMAs have a variety of useful features, such as:

• Centralized filing and storage of electronic records
  
• Version control
  
• Robust search and retrieval
  
• Automated disposition that is compliant with legal requirements
  

What was the RMA Pilot Project?

The State of Michigan received a grant from the National Historic Publications and Records Commission (NHPRC), part of the National Archives and Records Administration (NARA) , to fund a two-year evaluation of RMA software. The project had three primary goals. They were (1) to assess the ability of a RMA to classify and manage electronic records and execute retention requirements, including the identification and segregation of archival records; (2) to analyze the cultural impact that RMAs have on agency staff, information technology personnel, records managers and archivists; and (3) to conduct a business process analysis and evaluate the potential for RMAs to be used in an enterprise-wide setting. This project began on May 1, 2000 and officially ended on September 30, 2002.

Two project analysts were hired to provide user training and assistance, to design file plans, and to administer the software. The project team selected and purchased a RMA product called ForeMost Enterprise (recently renamed Documentum Records Manager), for the pilot evaluation. ForeMost was installed on the computers of almost 90 users, so the project team could evaluate the product's functionality and how the users reacted to it. In addition, a consultant was hired to assist with formal business process and cultural changes analyses. Various reports were produced to document the team's progress and evaluation, so our colleagues could benefit from the lessons we learned.

The Michigan Department of History, Arts and Libraries (HAL) continued to use and support Documentum Records Manager after the pilot-phase of the project end, until Document ceased support of the GroupWise interface.

HAL also collaborated with the San Diego Supercomputer Center on a follow-up project, called the PERM Project, which was funded by a grant from NHPRC. The PERM Project began on July 1, 2002, and was charged with the responsibility of identifying and testing functional requirements for preserving long-term and archival electronic records that are stored in a RMA. These functional requirements and a final project report are available from the project website.

Reports

• Monthly Reports (May 2000 - September 2002)
  
• Bi-annual Progress Reports
  
• Final Report (December 2002)
  
• Vendor Selection Report
  
• Business Process Analysis Reports
  

For more information about these projects, please contact Doug Case at cased@michigan.gov or Caryn Wojcik at wojcikc@michigan.gov.

Updated 10/01/2009