The Law Society of British Columbia is a self-regulating body responsible for the regulation of the legal profession and subject to privacy and freedom of information legislation. From September 2011 to June 2013, the Law Society implemented an enterprise records and document management system, impacting all employees and many work policies and processes. The intent of the project was to better manage documents and information. The project was not viewed as a technology project; rather it was a transformational change project that required adoption of new organizational practices and behaviors enabled by new tools and processes. As a result, the most significant determiner of project success was effective, timely and visibly-supported change management.
In 2010, the Law Society conducted a review of its core regulatory processes during which staff expressed a strong desire to have improved access to information through better document management. The Law Society engaged KPMG LLP to conduct an information management assessment. It was recommended the Law Society evolve to an information-centric organization in which everyone recognized the importance of information management to success. Such an organization would have in place an information management policy suite, an electronic document and record management system and tools for more effective collaboration. Among the business needs expressed by the senior management team were:
- Organization-wide awareness and acceptance of the value of effective information management.
- New organizational and individual behaviors as they relate to information management practices.
- An efficient, open, collaborative work environment with staff empowered to manage information.
- Ability to share and use the correct version of organizational information while maintaining controls that restrict access to sensitive, confidential and/or private information.
- Compliance with applicable legal and regulatory requirements and standards.
- Mitigation of information and document management related risk.