Other Representative Projects

Outsourcing of Human Resources Department

The Information Professionals is part of a large project team that is engaged in the outsourcing of the Human Resources function of a large regional hospital. The project includes the transfer of more than 85 personnel to the new company to provide services for the HR functions of the hospital’s 10,000 employees.  We developed system requirements for imaging of all the HR records, including payroll, compensation and benefits and workplace health and safety.  The imaged records are being integrated to the existing PeopleSoft system under our direction. 

Imaging & Microfilm Policies and Procedures

A large financial institution engaged us to develop policies for both their microfilm and imaging programs to ensure compliance with the Canadian standards. As part of the engagement we also reviewed all of their procedures for both programs and suggested changes where appropriate to ensure compliance and legal admissibility. We also provided assistance in strategic planning for the use of electronic documents as prime business instruments having evidentiary value.

Classification Design

A “Tier 3” government agency contracted to have us develop a filing system for their operation. The client   provided extensive research, advice and monitoring to its Ministry on the provision of services within a specific geographic region. The project encompassed an extensive research/library area. The client implemented the system using internal resources and an implementation guide developed by us.

A branch of one of the Ontario Ministries contracted to have us develop and implement a classification scheme for records of a project that dealt with the privatization of one of Ontario’s largest government agencies. Because this project was a milestone for the government, the records are likely to be very active for some time and will require archival assessment and preservation.

A “sister” organization of the same ministry engaged us to develop a file classification scheme and select software to manage their records. This agency’s records are also considered very open to scrutiny and the management wants to ensure that the records are available and accessible to demonstrate that they have discharged their duties responsibly.

A major pharmaceutical company engaged us to develop a file classification scheme and retention schedule. We trained their records management staff in the development and maintenance of the system. We used their document level inventory as the base and are developed a system that is based at the record series level. 

Records Management Training & Implementation Assistance

This municipality had been trying for several years to develop an effective records management program using internal staff expertise. We suggested using a filing system that is in use in many Ontario municipalities as the base and modifying it as required to reflect their unique subject areas. We provided the initial two-day training for the 12 staff who were directly involved in the implementation and continued operation.

We completed the same type of program with another county government that also extended the program to all of the lower-tier municipalities in the County. It is a very successful joint effort where the client leverages on our expertise and their staff gain the knowledge necessary to ensure that the program is maintained. It also keeps costs to an affordable level.

In addition, over the past 7 years we have worked with more than 20 municipalities to provide both refresher training to municipalities who implemented The Ontario Municipal Records Management System many years ago and new adopters of what has proven to be the de facto standard system for Ontario municipalities.

Business Development Planning

A major international developer, interested in entering the offsite storage industry, was presented with the opportunity to outsource six centres across Canada currently operated by one of Canada’s largest corporations. The Information Professionals were hired to put together the operational plan, find the business partners and write the proposal.

An international corporation dealing in virtually all facets of information management contracted The Information Professionals to develop and assist with implementation of business plans to penetrate two public sector markets. 

Corporate Merger

Six local utilities with a total of 17 sites have been merged into one large entity. In conjunction with two other Records Management consulting firms, The Information Professionals developed and implemented a single, cohesive system for managing the paper-based resources of the new corporation.

Electronic Patient Records

One of Canada’s largest hospitals has begun the move to a fully electronic patient record. This facility serves more than 60,000 in-patient and 800,000 out-patient visits annually. We were the Project Manager for the initial phase which defined the project scope, direction, options and costs.

It also included cataloguing, imaging and detailing the workflow of the 1,600 forms that appear on any health record within the 3 hospitals that comprise this institution. All of this data was presented in a database that included an image of each form and extensive data on its physical characteristics and usage.  The client has successfully implemented a full-featured Electronic Patient Records System.

A Toronto medical facility that was merged in 1998 from 4 separate facilities used us to integrate their patient records systems and to provide advice on the potential for adoption of an electronic patient record. This project involves development of policies regarding records retention, consolidation of inactive charts and a feasibility study for an EPRS.

Project Management

One of the largest pension funds in Canada contracted with us to manage a project for the development of a strategic plan for information management. The plan aligned the objectives of information management with the corporate strategic plan and identified risks associated in not managing information effectively across the organization. Implementation was completed successfully over a period of three years.