eRecords 2019: Pitfalls and Positives of eWorkflows, eSignatures, and eStorage.

Julia Caruso’s talk, “Pitfalls and Positives of eWorkflows, eSignatures, and eStoarage,” was a treasure trove of the do’s and don’ts for implementing a new electronic database system. Her program was one of the longest programs for a reason — the materialization of a new database must be well thought out and it is imperative that it be a team effort.

Caruso organized her program the same way a new eWorkflow should be organized:

  • Business Analyst
  • Project Management
  • Technical Writing
  • Training

Caruso discusses “Business Analyst” in terms of planning. Caruso explains that the first thing a company or local government needs to do is look at the process that is currently in place. The planners must begin to think about what works and what doesn’t and be sure to enhance what does work in a variety of ways. Advance planning identifies any weaknesses in existing systems, it squares away any legal complications that could occur, and it gives notice to employees that change is to come.

Caruso describes “Project Management” as understanding the full scope of the project, setting realistic goals throughout the project, and for the creators of the project to understand their roles and expectations. “Project Management” also dives into how the new software will utilize metadata and how data mapping will make the new software more efficient. This portion of her talk is the meatiest. Her presentation lists the most precise details needed to be successful in implementing a new eRecords program.

“Technical Writing” and “Training” are her last two components in the presentation. Each are mandatory when transitioning into a new software program. “Technical Writing” consists of the individual or individuals (usually the IT department of your workplace) creating procedures and guides to the eWorkflow database your employees will be using.

In terms of “Training”, she urges listeners to ask, “Who will be able to train employees in the beginning and continuously whenever there are updates to the program?” This question must be answered before new software is introduced to employees.

Although her entire talk was pertinent, the most important aspect of her talk — and implementing a new program in general– is employee “buy-in”. Buy-in means convincing employees that the new records database will be useful and will make work more streamlined and efficient. She emphasizes that new software will not be efficient if the employees are not invested in its success. Making sure they are interested, and that they can see how useful the software will be, is the key to actualize a new program.

Julia Caruso’s presentation will be very useful for future implementation of a new eRecords program. It was a step-by-step process of what to do to see a new program’s success.

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