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  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 Records Administrative 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

Functionality Microsoft SharePoint® OpenText Content Server Possible Score Creation Record Declaration Classification Security Access Management Retrieval Preservation369 Disposition TOTAL

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.