In 2019, the provincial government launched the first intake of the Municipal Modernization Program (MMP), a grant program for eligible municipalities to undertake service reviews or fund strategies to modernize and achieve efficiencies. Port Hope successfully applied for a grant under the first intake for a compensation and organizational review.
The Information Professionals (InfoPros) were engaged by the Municipality to review their Records Management Program and practices, assess them against recognized best-practices, and develop a set of recommendations. The InfoPros completed a detailed analysis of the Municipality’s recordkeeping practices and management capabilities. The analysis consisted of reviewing the Municipality’s current records management program including by-laws, policies, physical records management practices, and systems of record (e.g., network drives and Outlook).
As such, the InfoPros is recommending that the Municipality leverages their current investment in Microsoft 365 (M365) and implement an Electronic Documents and Records Management System (EDRMS) that uses native M365/SharePoint Online functionality to address the Municipality’s EDRMS requirements. This approach would allow the Municipality to extend the Return on Investment (ROI) associated with its current M365 spend and realize an additional savings of $57,000- $67,000, associated with the server replacement costs. The InfoPros also recommend developing additional policies to further define Municipality objectives relating to the key aspects of the Records Management and to consider adding a dedicated enterprise content management resource. The link to the InfoPros' third-party report can be found below.
Municipal Modernization Program Intake 2 Third-Party Final Report