KC ERMS Read-Only Mode
As part of the project to migrate from the obsolete KC ERMS system to the new Content Manager system, KC ERMS permanently switched to read-only mode on May 10, 2019. Certain functions are not available, or will be limited, until the new system goes live on October 7, 2019.
Functionality not available during the read-only period:
- Create new boxes or send them to the Records Center
- File emails or other electronic documents
- Create matters or folders
- Correct filing errors or data entry errors
- Disposition boxes from the Records Center
All electronic records already in KC ERMS can be searched, opened and exported. All boxes already in storage at the Records Center can be searched and retrieved from storage. For guidance, see below.
Accessing Electronic Records in KC ERMS
Access KC ERMS via the web at http://kcerms/kcerms/. Do not use Favorite folders in Outlook.
To perform searches:
To open/export records (one at a time):
For assistance with records searches that cannot be accomplished with the above options, contact firstname.lastname@example.org or 206-477-6889.
Frequently Asked Questions about KC ERMS Read-Only Mode
The Document Search and Search options (below) will remain functional during the read-only period.
The Document Search option allows you to search by document content, date, DDS and Matter name.
You will not be able to perform searches using the metadata search forms. The Search for: options (below) do not work when KC ERMS is in read-only mode.
If you need to locate electronic records with just metadata searches, contact email@example.com.
You will be able to open/export records one at a time, using the above search methods.
You will not be able to save search results or export more than one record at a time while KC ERMS is in read-only mode. If you need a group of records exported, contact the Records Management Program who will do this for you.
The Search option will remain functional during the read-only period. This search option allows you to search by box name, box description, and box notes.
In addition, the Records Management Program will be providing each agency Records Management Lead with a spreadsheet of boxes and folders stored at the Records Center or circulating.
A backup Access database with all Records Center box data will also be created to ensure boxes and folders can be searched and retrieved by the Records Center staff using all available metadata fields including the box location field, the accession number, box creation dates, etc.
The Records Center will not be able to accept new boxes for storage between May 10th and October 7, 2019.
If you have boxes that need to go to storage before that, we recommend that the boxes are entered and requests are sent to the Records Center by April 19, 2019 so that the Records Center has enough time to review box entries and schedule pickup.
For help with boxes and physical folders stored at the Records Center, contact the Records Center staff at firstname.lastname@example.org.
For help with electronic records, contact the Records Management Program at email@example.com. Records Management Program staff have access to the KC ERMS advanced search tool that will continue to function during the read-only period. This tool allows records management staff to search the system using a variety of search fields with no hit limits.
Please know that it remains your responsibility to provide records in response to Public Records Act requests or litigation actions during the KC ERMS read-only mode. The Records Management Program will provide assistance to retrieve and export records needed for these purposes.
If you need assistance, please contact firstname.lastname@example.org.
Yes, we’re sure.
Although you may continue to see the Records Manager tab and My Records link in your Outlook account, as well as the File to KC ERMS option in Windows Explorer, the filing functions will not work when the system is in read-only mode. If you attempt to file to the system, you will receive an error message saying the system is unable to continue the declaration process because the database is in read-only mode. If you have favorite folders set up, do not attempt to drag-and-drop emails to those folders. If you do, you will receive a persistent error message that requires you to exit Outlook in order to free yourself from its grasp.
The Records Management Program recommends that you create a folder structure in your Outlook Mailbox and Windows Explorer that mirrors your existing KC ERMS folder structure. This will ensure easy filing to Content Manager once it becomes available.