MMSDenver RMA Case Study

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MMS-Denver RMA Case Study

• Ralph Johnson
• Manager, Information Services
• U.S. Minerals Management Service

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MMS

• The Minerals Management Service, a bureau in the
  U.S. Department of the Interior, is the Federal
  agency that manages the nation's natural gas, oil
  and other mineral resources on the outer
  continental shelf. The agency also collects,
  accounts for and disburses more than 12 billion
  per year in revenues from Federal offshore
  mineral leases and from onshore mineral leases on
  Federal and Indian lands.

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Why an RMS?

• Comply with National Archive and Records
  Administration regulations and guidance
• Comply with DOI policy
• Reduce Litigation Risk
• Reduce External Audit Risk
• Improve FOIA and Litigation Discovery
  responsiveness and productivity

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Best Practice Goals

• Make records management an integral part of each
  business process, not an after-the-fact cleanup
  activity
• Minimize customization (programming) and maximize
  COTS configuration
• Employ change management techniques
• Automate metadata entry where possible, keep
  manual entries minimal

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Approach

• This project was deliberately designed to
• Build one success at a time
• Be relatively small in terms of budget and FTE
• First, select software and perform a pilot.
  Documentum was selected.
• Get NARA involved. Get DOI and MMS Records
  Officers involved. Get management involvement.

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Approach, continued

• Soak up guidance documents. Benchmark.
• Bring in a contractor for their deep expertise.
  Knowledge transfer is critical.
• After the pilot, develop and implement document
  management and records management on a business
  process by business process basis. Instead of
  only doing an RMS, answer WIIFM by providing
  useful additional document management
  capabilities.

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The Journey

• Thus Far
• Successful pilot
• 4 business processes in production
• Over 100 users
• To go
• Approximately 15 business processes
• Over 400 more users