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GCDOCS: The Electronic Document and Records Management System (EDRMS)

of the Government of Canada Association of Public Sector Information Professionals

Developing Professionalism in Informatics

Simon Fradette and Pierre Desrochers January 22nd 2015

GCDOCS # 3039452

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Objective

Inform information professionals of GCDOCS, the Government of Canada’ Electronic Document and Records Management System (EDRMS) solution and its deployment across the GC enterprise.

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GCDOCS

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Evolution of the Product and Service

contract amended to be an enterprise license for GC

created, business automation and

collaboration added to the contract

contract amended

managed service

50,000 users

100,000 users

200,000 users

150,000 users

250,000 users

1994/1995 2004 2008 2014 2015 2012

RDIMS

GCDOCS

GCDOCS

GCDOCS

2019

RDIMS

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GCDOCS Program Vision 2. Standardization and Consolidation 1. RDIMS & GCDOCS

3. GCDOCS Managed Service (2015-2019)

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A common business solution for the Government of Canada that recognizes that certain services are not core to any specific department’s mission, and can therefore be combined into a unified structure.

Treasury Board Secretariat’s Common Services Policy http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12025

103 institutions, standardized configuration, consolidated onto a common platform

86 institutions, with over 100 different configurations, and with 117, 500 users

250,000 users

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In-Service Support October 2014: Transitioned Application Service Provider (ASP) from Citizenship and Immigration Canada to PWGSC.

A year in review Service Management April 2014: Extended maintenance contract with OpenText December 2014: 117,500 deployed users

Product/Solution Design April-November 2014: Provisioned development environments to Government of Canada departments using Shared Service Canada’s infrastructure.

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GCDOCS as a Managed Service

GCDOCS is built upon a Managed Service offering of “blocks” of services provided by an infrastructure provider (SSC).

• Software to deliver services to users

• E.g. Email, GCDOCS, HR, Finance

• Software to support Applications • E.g. Web, Application, Database

• Servers, Virtualization, Operating Systems

• Storage, Backups, Data Archives, etc.

• Both Hardware and Software

• Buildings, Electricity, Cooling, Emergency systems, etc.

• Networks connecting data centres to each other and to users

• Physical and digital security protecting GC information from threats

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Enterprise GCDOCS

= Managed Service

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Turnkey solution

CC Flickr 5349830135

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Configuration

• Information Management Common Core (IMCC)

• File Plan • Documented

Disposition Processes • Physical Records • GCDOCS Gold Build

Standardization and Consolidation

IM/IT Tools • GCDOCS Database • Legacy Data Migration

• Professional Services

Application • Common application platform

• Integration with other back-office administrative software

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What to expect

• Over the next 4 years, PWGSC will be prioritizing and onboarding onto GCDOCS 250,000 users in over 100 departments to one service provider hosted on SSC’s infrastructure, deploying one configuration of GCDOCS to the Government of Canada.

• The consolidation of expertise will facilitate the business process and reduce cost of maintaining multiple customizations.

• 100% cost recoverable basis: direct program costs are recovered through agreements at the enterprise level and provides value for money.

• GCDOCS provides access to latest technology with limited investment and risk.

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DEMO PWGSC GCDOCS

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Questions?

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Contacts GCDOCS Enterprise Program Management Office 155 Queen Street, Ottawa, Ontario www.gcpedia.gc.ca/wiki/GCDOCS_EPMO gcdocsepmo.gcdocsbgpo@pwgsc-tpsgc.gc.ca