Discussion 7: Final project proposal
You are being asked to write a short description (i.e., proposal) of an electronic document project that you will do for this class (see the
final project requirements
). It may be based on an actual business or a fictitious enterprise.
In the proposal you need to create a short profile of an organization of your choice showing the type of business, the number of employees and the number of customers. Describe the type of documents and records that are currently kept on the customer and whether they are manual or electronic. You can make your own assumptions. Check the following questions to make sure your proposal provides all the required information:
- What does the business do and what industry are they in?
- What type of documents do they collect or create, and are they currently paper or electronic?
- How many documents are there and typically how many pages are each document by type?
- How many users are there potentially and where are they located?
- At least one piece of information you feel important in defining the project.(i.e., any specific aspect(s) of EDRMS you would address and focus on. For example, retention, classification, disposition, migration, security and privacy, indexing, metadata, workflow, collaboration, etc.)
There will be an “oral defense” component for this proposal. You will schedule a one-on-one meeting with the professor and be ready to answer the professor’s questions about your proposal. Failure to show up in this meeting, or to effectively answer the questions in the oral discussion, may result in grade deductions.
Your initial post is due by 11:59pm, Thursday (04/15) and your comments/replies(at least two) are due by 11:59pm, Sunday (04/18).
IT380 Final Project
Due by 11:59pm, May 6 (Thursday)
Develop a Rationale for the Implementation of an Electronic Document or Record
Management System
In the first part of your project report, provide a profile for the organization (which you have
done in the project proposal).
In the second part of your project report, prepare a business case which includes a rationale for
why an electronic document and records management system would benefit the organization.
You may use any of the EDRM software in today’s market as a sample system when discussing
the following questions. Include in your rationale for the project the following pieces of
information:
1. Business opportunity describing the motivation for the project including a definition, a
statement of scope, and a discussion of objectives that the project will help the
organization achieve.
2. What problems the electronic system would resolve including the storage of
information, filing issues, and reproduction issues;
3. Discuss Document Conversion Strategy
4. How records would be uniquely identified;
5. How the security of the information will be handled;
6. How personally identifiable information will be kept private;
7. How users will access the system including wireless connections;
8. How users will be able to search for records;
and
9. Benefits and costs of the recommended solution (qualitative and quantitative) You can
use projected figures in your benefit-cost analysis.
10. Other factors that you feel
relevant
• Length requirement: no shorter than 3 pages (Double space, 12-point font size. Excluding
the cover page and the bibliography)
• Citation: APA format
Your assignment will be graded according to the following rubric:
Criteria
Outstanding
(5)
Above
Average (4)
Average
(3)
Below Average
(2)
Missing
(1)
Delineation of
rationale
factors
At least two
additional
factors were
used with all
the listed
factors
One additional
factor was
used with all
the listed
factors.
All the existing
factors were
listed.
Not all the existing factors were
listed.
Description of
rationale
Excellent
description of
rationales
including five or
more
sentences for
each
Well written
description of
the rationales
including
effective
screenshots
Adequate
description of
rationale: good
text and at least
one screenshot
No detailed rationales or poorly
written descriptions
Well written
discussion,
grammar and
spelling
Persuasive and
well written
document in a
memo format,
error free
Good
discussion in
your own
words, error do
not interfere
with meaning
Discussed with
one or more
quotations from
sources and few
errors
Poorly written or mainly quotations
from listed sources with errors
Uses a variety
of sources of
information
Cited more
than five
diverse and
relevant
sources
Cited four or
five diverse
and relevant
sources
Cited two or
three sources
relevant to the
assignment
Little or no use of relevant sources
Provides
analysis
Insightful,
specific, new
understanding
of the topic
general
examination
and
assessment
Summarize
various opinions
with little
analysis
Little or no analysis
Conclusion Stated clearly is stated illustrated not stated
Timeliness Late submission NOT ACCEPTED!