Project Objectives

• Improve written communications and document storage and retrieval by employing state-of-the-art technology and procedures

• Reduce the quantity of documents that are generated in hard copy form
  
• Reduce the number of cabinets and floor space presently required for
  records storage without hindering Metra’s ability to access various records
  within acceptable time constraints

• Improve records management while continuing to remain compliant with State and federal regulations

In September, 1994, the Northeast Illinois Regional Commuter Railroad Corporation (Metra) solicited proposals for a Records Management Study that was designed to serve as the foundation of increasing efficiencies in records handling within the organization. Metra retained SIS to review, evaluate and recommend business solutions to improve the overall records management functions within the organization as a whole, and for specific departments within Metra. With support from Metra executives and key managers in the organization, SIS interviewed various Metra organizations, reviewed the current records environment, and analyzed potential records technologies and business process solutions. The results of the analysis and solutions review was presented in several key project deliverables:

• Analysis of Current Environment:
  
  Where the existing business processes associated with the creation, maintenance, and storage of records was analyzed and documented for 17 representative Metra organizations.

• Records Management Solutions Assessment:
  
  Where the potential solutions, including new system capabilities and changed business process, were identified and evaluated.

• Final Report:
  
  Which provides specific recommendations on new technologies and existing system enhancements that can be deployed and associated business process and organizational changes needed to improve records management. The final report also provided a blueprint for specific long and short-term projects/initiatives that can be undertaken by Metra to implement change within the organization.

Services Provided

• Review of Metra records and data requirements

• Analysis of existing systems and technology infrastructure
  Operational and workflow analysis

• Assessment of records management technologies
  Process re-engineering and change management
• Strategic technology planning

• Conversion Planning and Execution

• Pre and post-implementation support