Victoria Meeting

QRMS Records Management Software Minutes of Victoria User Group Meeting

Held on

October 24, 2001
Location Chateau Victoria

Victoria, British Columbia

NOTE :

Please take time to review and provide any feedback of the minutes by November 8, 2001 to Support@QRMS.com. We will then place the revised minutes up on our web page. Names, phone numbers or e-mail addresses will not be available on our web page.

Overview

The second Victoria QRMS User Group was held on October 24, 2000 at the Chateau Victoria, in Victoria British Columbia.

There were approximately 23 people in attendance.
Five representatives of QRMS were in attendance at the meeting.
When people arrived, they were asked to register with their name, the name of their organization and their e-mail address. They also received at that time a copy of the user group agenda (see Appendix A).

Introductions

The meeting started at 12:40 pm. He introduces the QRMS Staff in attendance and the ones that were unable to make it.

He reviews and explains the agenda, introduces the products;

QRMS 6-32 bit
Quest File
Ease

He then discusses the purposes of the User Group

To Learn More About The Product
To Learn From Other Users
To Share Ideas/Experiences
Prioritizing Future Enhancements

At this time WinPat asked if any user wants additions to be added to the agenda and several people expressed an interest in QWeb.

EAO wanted to know when QUEST would be available and WinPat responded with a January 2002 release date.

User Profiles

All the people attending the meeting were asked to introduce themselves and respond to the following points;

What Is Your Name?
Who do you work for?
What are the functions of your department?
How long have you been using QRMS?
How many users do you have? Concurrent and Total?
How many Files/Volumes do you have have?

Organization	System Overview / Issues Raised
Attorney General LSB	Has experience with QRMS from previous employment with crown corporation job at TFA. She will be the key user in the implementation phase of QUEST for her office.
Attorney General LSB	Project Manager for QUEST rollout. Using this time to clean up data. Currently using QRMS In test mode. They are very interested in QUEST. Found that the Seiko label printers us the Faxp Thermal technology which means the labels will fade over time. They currently use another label printer that can be networked and produce labels that won't fade.
MSRM
EAO	15 users, 5 seats, 15,000 files. Has used QRMS for 4 - 5 years.
Office of the Ombudsman	50 Staff, 3 user ID’s. Not used daily and mainly used for searching for files. Not used for ORCS, main users are Administration Clerks and Officers. Useful for file searches involving investigation.
Risk Management	Just downloaded QRMS before the meeting. The Risk Management Branch recently purchased QRMS and are soon going to be implementing it.
BC Teacher’s Federation	22 user ID’s, 12 User Seats. 15,0000 ?20,000 files and are currently adding archival documents. Has been using QRMS for about 4 years. Looking at QUEST and QWeb for Spring 2002.
Elections BC	Currently a Grad Student at Royal Roads University. Elections BC is interested in QUEST.
AG Legal Services Branch	400 Staff, They collect data from lawyers for advice purposes in assisting other ministries. Currently using Access with about 52,000 files and are getting ready for the roll over to QUEST.
BC Transit	Currently using QRMS 32 bit version which was purchased in the Spring 2001. Currently in the process of entering ARCS and ORCS into QRMS.
Forest Renewal	Corporate Records Officer who sets the policy for the organizations record management. Has used QRMS since the early days of QRMS. 30 user id’s, currently using Qweb, 12 Seats, 100+ staff has access to Qwed. 5 Regions all connected through WAN, 60,000 files and 100,000 volumes.
EAO	Same as above
EAO	Same as above
BCBC	Same as above
BCBC	60,000 files in QRMS. File volume grows by 10,000 ?12,000 files per year. Has 30 QRMS users and 5 concurrent user licenses.
Office of the Ombudsman	Same as above
Tourism BC	Using QRMS 32 bit version. Wants to be a world leader in tourism. Tourism has approximately 6000 files in QRMS to date and acquired Beautiful BC Magazine this year - no other companies have been acquired. They are planning to expand user access to the QRMS System but want to retain control of over all policy and system.
Ministry of Forests	90 Offices, unknown user seats but knows it is quite a high amount. Approx million files / volumes. WinPat is currently working with Forests on Consolidator. She finds QRMS very user friendly. Forests may upgrade to QUEST in the future.

During the introductions WinPat wanted to know how many users are currently using the Culling Feature, the most complex component of QRMS. Six users indicated their offices are using the Culling Feature in QRMS.
Ministry of Forests is stressing to all their offices to use the culling feature as it is proven to make their lives easier and is a huge time saver.

Support Services

Presented by WinPat.

Methods of Requesting Support

	QRMS On-Line Knowledge Base to Answer FAQ’s and system questions. http://www.QRMS.com.
	Logging onto the QRMS Website, http://www.qrms.com/Support/SPFrmSh.asp and filling out the Support Form (turn around time is approx 2 hours)
	E-mailing Support@QRMS.com
	Fax (604) 596-1431 or (250) 592-7047
	Phone (604) 596-1434 or (250) 592-7005

WinPat indicated to apply for support online as it assists the support centre get a better understanding of your problem and therefore able to begin trouble shooting right away.
Support calls have decreased dramatically since the updated version has come out, support centre averages less then 1 support call a day.
The online help that comes with QRMS can be accessed by using the <F1> key on the users keyboard.

What information is required when requesting support?

	Serial Number of the Client (Located on the QRMS Logon Screen which should be either 00xxx or V6xxxxxxxxxxxxxxxxxx).
	QRMS Version (located on the QRMS Logon Screen. Version Number should be V6.1x.xx).
	Details about the issue (exact error messages, when & how the error occurred, steps taken to try & resolve the issue). The more info you provide the more effect the support.
	Contact Name, Email address and phone number

WinPat pointed out that it is also helpful if the user can do a print screen of the error message and fax it to the support centre.

Lee suggested a message board on the QRMS Web Site. WinPat pointed out the problem with this may arise with users giving out less then accurate advice to other users and therefore compounding the problem.

WinPat pointed out maybe a FAQ page could be added to the QRMS Web Site as another user resource. With this option WinPat Software could then still maintain control over the advice given out to QRMS users.

WinPat’s Response to the Support Requests.

WinPat will respond to the Client within 2 hours of receiving the Support request.
WinPat verifies the status of the Client’s Maintenance Agreement contract.
WinPat will provide an issue number for tracking purposes
WinPat may request further details about the issue, which may be done via email or telephone (i.e. the last time QRMS was working fine, has anything changed on the PC or the Network/server, has the PC been completely rebooted & shut down, has QFIX been run, are other users experiencing the same problem etc.)
Correspondence between QRMS Tier 1 Support and the Client will continue until the issue is either resolved or the issue is moved up to Tier 2 Support to get resolved.

Training Services

Presented by WinPat.

Installation Training
- Basic Training ?a few hours
Custom Training
- Custom Training ?a few days
- Relates use of the system to a user’s particular environment.
Continuing Education
- WinPat has developed a 4 session course which is delivered at Camosun College.
- This course is open to the public and registration is through the College.
Geographic Training
- Takes Basic Training to a specific location
- Must have at least 6 people booked in order for this remote training to be conducted.
- Williams Lake will be having a Training Session coming up in the next month.

Other Services

Custom Programming/Reports
- Forests uses custom programming (Consolidator)
- 70 Labels and Reports available and can be customized for any company standard.
Data Conversion Services
- Usually a service provided when a group purchases QRMS for the first time and needs their current Data put into QRMS.
Systems Implementation
- WinPat offers support, full intallation assistance.
- Works closely with the Information Systems Department to assist users.

EAO asked a support question regarding trouble he is having printing labels after upgrading another program to Crystal Reports 7. WinPat informed him that he needs to get the patch from Crystal Reports and WinPat would be contacting him with the information regarding this issue.

QWeb

Presented by WinPat.

Features of QWeb

Classification and file information can be accessed by every computer without additional software installations.
No need for licenses for each computer.
QWeb uses a Search Engine making searches must faster.
Can be run on IIS Server

Breakout Session

We then went into a Breakout Session. All Attendees were asked to separate into four groups and were asked to discuss the following topics. A QRMS representative sat with each group.

Open Discussions before Breakout Sessions

Information technology Support Departments need to learn more about QRMS in order to provide better service within their organizations.
If you have QRMS will your company be given a price break when converting to QUEST? WinPat explained that there will be a presentation on Pricing (See Appendix B)
The amount of files and volumes that QRMS can have and still function acceptably was a concern of one of the users, WinPat assured group that QRMS was tested in the range of 800,000 files and ran fine.
WinPat gave a Closing and Culling presentation to her group.
Terminal Server discussion ?WinPat explained that QRMS does run on Terminal Server quite nicely and that Forests was implementing this right now. Lee from BCBC was interested in some documentation on Terminal Server and QRMS.
ARCS and ORCS Updates ?If you buy QRMS you will get the most recent version of ARCS and ORCS. WinPat will offer to upgrade for a cost but users can update their own ARCS and ORCS from the BC Archive Web Site http://www.bcarchives.gov.bc.ca/arcs/index.htm
Some users mentioned that they are not getting the newsletter. Users must go to the web site and subscribe, once this feature has been set up by November 5th.'
Some groups spoke amongst themselves about their organization rather than answering all of the questions suggested in the Breakout session.

	Notes from Group 1 Spokesperson Ministry of Forests & WinPat	Notes from Group 2 Spokesperson WinPat	Notes from Group 3 Spokesperson WinPat	Noted from Group 4 Spokesperson WinPat
suggested standard for showing classifications?	?span style="FONT: 7pt 'Times New Roman'"> You should poise the question to MROs who use the software ?span style="FONT: 7pt 'Times New Roman'"> QRMS does not necessarily contain fields or was designed exclusively for government			?/span> Schedule Number is not important ?only records personnel are interested in this number. ?span style="FONT: 7pt 'Times New Roman'"> Would like to see schedule number in it’s own field as it is now in QRMS Records Management Software
you train users on			?span style="FONT: 7pt 'Times New Roman'"> Some users have gone to the Camosun College Training Sessions
your procedures for handling electronic documents?	?span style="FONT: 7pt 'Times New Roman'"> Print them out and file them manually		?/span> Prints them and files manually, no electronic management system.	?span style="FONT: 7pt 'Times New Roman'"> Print off once a year and files them as well as putting them on CD.
your favorite features/attributes of QRMS?	?span style="FONT: 7pt 'Times New Roman'"> Easy to use ?span style="FONT: 7pt 'Times New Roman'"> Very User friendly	?span style="FONT: 7pt 'Times New Roman'"> Easy to use ?/span> Very User friendly	?/span> Easy to use ?/span> Very User friendly	?span style="FONT: 7pt 'Times New Roman'"> Easy to use ?span style="FONT: 7pt 'Times New Roman'"> Very User friendly
areas would you like to see changed (if any)?	?span style="FONT: 7pt 'Times New Roman'"> Systems People with a better knowledge of QRMS		?span style="FONT: 7pt 'Times New Roman'"> Offsite coding ?need a 9 ?15 digit field.	?span style="FONT: 7pt 'Times New Roman'"> Not allowing users to edit existing files when they are actually trying to add new files ?/span> Some fields are too small (increase to 15 characters) ?span style="FONT: 7pt 'Times New Roman'"> Allowing multiple structures with only one password needed
used QRMS to cull your files?				?span style="FONT: 7pt 'Times New Roman'"> 2 yes, 1 planning on using it in future and 1 unknown
use QRMS to assist you with your offsite storage?				?span style="FONT: 7pt 'Times New Roman'"> 3 yes , 1 unknown
use any special modules eg Box Management, Bring Forward, Charge Out

Quest Demonstration

Presented by WinPat.

EDMS can not be demonstrated today as it needs Windows 2000 as a minimum Operating System.

Changes to QUEST vs QRMS Records Management Software
Feature Highlights

Capacity

Can handle millions of records with large numbers of concurrent users. Can be connected to any DBMS (database management system) such as InterBase
Microsoft SQL Server
Oracle

Question Asked during Presentation: “What version of SQL Server must you be running??WinPat responded with ‘SQL 2000?/p>

SQL is not a Ministry Standard at this time.

Enhancements

Can switch between data sets without exiting QUEST
Can see lists without having to use menus
Can customize toolbars (similar to Windows products)
Can add longer retentions to schedules then what is in ARCS and ORCS
Can add notes to schedules
Has a better GoTo method using drop down selection menus.

Customizable

Enter user defined terminology for all fields
Can add user defined fields
Can apply user defined masks for fields

Increased levels of security

Can apply Roles to any level of data
Must be in EDIT mode to edit, can not just begin to type and cause data deletions

Four Tier Classification System

Schedule
Primary
Secondary
Tertiary

Electronic Document Management

Link to MSOffice products and MS Outlook

Suggested Enhancements

The following are some suggested enhancements made by users at the users group during one on one conversations

Ability to copy and Paste Secondary title from Classification window
Print Primary and Secondary titles on Box List reports
Change offsite code to 15 characters
Change Application code to 15 characters
Ability to apply access via location code
From QWeb have ability to print reports

Quest Implementation

Presented by WinPat.

Beta Plan for January 2002
Current QRMS functions PLUS basic EDMS
Pricing & Discount Structure
Integration into Enterprise
Document Management

Appendix A

QRMS USER GROUP MEETING

Wednesday, October 24, 2001

Salon ‘B?- Chateau Victoria, 740 Burdette Avenue, Victoria*

AGENDA

Noon-12:30 p.m.	REGISTRATION (Beverages and Snacks available)
12:30-12:45 p.m .	INTRODUCTIONS: WinPat Software Organization QRMS Software Overview Purpose of User Group Meeting
12:45-1:00 p.m.	USER PROFILES
1:00-1:30 p.m.	SUPPORT, TRAINING and OTHER SERVICES
1:30-2:15 p.m.	BREAKOUT SESSIONS
2:15-3:00 p.m.	RESPONSES FROM BREAKOUT SESSIONS

3:00-3:30 p.m.	COFFEE BREAK ?User Networking QRMS Staff will be available to answer questions
3:30-4:15 p.m.	QUEST DEMONSTRATION
4:15-4:30 p.m.	QUEST IMPLEMENTATION
4:30-4:45 p.m.	USER FEEDBACK
4:45-5:00 p.m.	WRAP-UP

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