Welcome to Part 2 of our deep dive into the current Treasury Board mandate to move every department over to OpenText GCDOCs for records management in the Federal Government. Today we will be looking into the front end of our solution, what the standard Federal Government user will see and use on a daily basis.
Outlook & Harmon.ie
As we have discussed in several posts in the past (here, here, and here), emails and their attachments can be deemed as records for retention purposes in the Federal Government. But how does the everyday user accomplish the tasks of selecting and archiving their emails and attachments as records in GCDOCS? We need a system that is intuitive, easy to use, and unobtrusive to the user in order to ensure a high level of User Adoption, thereby ensuring that your department is not losing any emails that have business value (IRBV) to the Government of Canada.
Let’s take a look at the steps necessary to move an IRBV email & attachment from a user’s Outlook client into GCDOCS:
Step 1: Drag and Drop your selected IRBV email and attachment directly from your Outlook client into Harmon.ie
Step 2: Selected the necessary Content Types for Metadata tagging
Step 3: Input any Custom Metadata tagging necessary for the email & attachment
And that’s it!
From there, the documents are sent from Outlook and Harmon.ie through the AGA Transformation Site to their final storage place in the GCDOCS Repository. It’s as simple as that.
Now you may be asking – what happens to our emails and attachments once they reach GCDOCS, how can I view retrieve/ view them later?
Through the power of SharePoint Enterprise Search in conjunction with Harmon.ie, you can search, preview, open, and send your emails and attachments directly from your Outlook client.
My taking advantage of the powerful Search capabilities already present in SharePoint; your users will have the ability to:
- Harmon.ie searches for records in GCDOCS through SharePoint Search
- Search all documents in GCDOCS from SharePoint
- Crawl Metadata in GCDOCS
- Search for all transitory documents in SharePoint AND all records and GCDOCS
- Commit GCDOCS actions such as setting Holds and setting documents as Official straight from SharePoint Search result page (AGA 1.8 or 16)
- Use SP Search as the main tool for ATIP requests fulfillment
All this is done without ever leaving your Outlook client.
This is not a proof-of-concept, and is a fully operational system that the team at Orangutech has been working on for quite some time. If your department is currently looking at options for your eventual move to GCDOCS, and the tasks seems daunting, let us know, we’d love to come by and demonstrate our system to you.
CTO, Orangutech Inc.