Electronic Records Management Case Study - Small Business

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This case study highlights a real-life small business plagued with an excessive amount of electronic records on their network and the specific actions that were taken to reduce clutter through pre-defined categorization (based on company departments). This case study is the third in a series of 7. Visit my profile to view the others.

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Electronic Records Management Case Study - Small Business

  1. 1. What is Electronic Records Management? The management of a company’s established protocol for its digital or electronic files/records. Protocol includes the identification, naming, assignment, storing, archiving and purging of electronic records. Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  2. 2. Electronic Records Management Identifies where to electronically find information to do the work defined Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  3. 3. The Problem As the CEO of a successful 30-year-old non-profit organization, Geoffrey considers himself to be both business and technologically-savvy. He was especially excited about the new direction he was working toward—a paperless office. Geoffrey courted several I.T. companies in hopes of finding the optimal document imaging solution. However, what Geoffrey did not realize was that he would have to first have a better structured e-file management system before any I.T. company would be able to develop a customized solution for them. With well over 5,000 electronic documents to sort through, the document imaging solution would be a costly one and without the full support and cooperation of his staff, the project was sure to be a failure. Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  4. 4. The Problem (cont.) STATISTICS - Total Main Folders 136 - Estimated Avg # of Files per Main Folder 40 - Estimated Total # of Files to Organize 5,440  Excessive E-File Duplication  No Restricted File Access  Time-Intensive Document Retrieval Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  5. 5. The I.T. company that Geoffrey chose to develop his non-profit’s document imaging solution referred him to us. We were asked to help Geoffrey and his staff identify and put in place a structure for their electronic files that would make document retrieval easier and also give them the search and index info needed for the upcoming document imaging solution. After reviewing their organizational chart and conducting staff interviews we were able to: How We Helped Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978) Take an inventory of all electronic document types Purge unnecessary and duplicate files Identify who should have access to which electronic documents Group electronic document types by organizational chart departments
  6. 6. How We Helped (cont.) Organizational Chart Review Staff Interviews Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978) INTAKE CORPORATE ASSOCIATIONS EVENTS & PROGRAMS COMMITTEES ACCOUNTING LOGOS & PHOTOS MANAGEMENT COMMUNI- CATIONS INFO TECH Applicants Award Presentations Statistical Reports Application Forms Application Checklists FAQs Applications Pre-Qualification Catherine Corporate Directions Corporate Lists Corporate Purchasing Activity Score Cards Lilian (Geoffrey) Harvard University of Chicago Tuck Kellogg School ASME Conference Business Consortium Fund Lilian (Geoffrey) Event Type Program Type Workshop Type Venues Event Planning Michael Committee Name Board of Directors Committee Info General Anthony Vendors Customers Cash Receipts Budgets & Reports Quick Books Equipment Trades Online Merchant Account Michael Henry Logo Types Sponsor Marketing Collateral Photo Types Signatures Marketing Collateral Anthony Michael Standard Operating Procedures Office Space Forms Employees 501c3 Info Calendar HR New Hire Information Staff Meetings Internal Tiffannie (Geoffrey) eBiz Annual Reports Presentations Public Relations Newsletters Bios Correspondence Success Stories Constant Contact Anthony Software Equipment & Inventory Backup Schedule Phones Passwords Website Info Data Lists Ports IT Proposals & Invoices Anthony Areas shaded in grey represent collective groupings of individual sub-folders. For example, “Committee Names” is used to indicate that under the COMMITTEE main folder, there are several sub-folders for each type of committee (i.e. “Procurement Committee”).
  7. 7. Value & Results E-Document Imaging Readiness E-Document Protocol E-Document Retrieval Time Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  8. 8. As a result of the electronic records management system we were able to implement, this non-profit: • Reduced the number of main file folders on the network by 92% • Saved $10,000 in preparing for the future document imaging software by hiring us as opposed to the selected I.T. company (this was outside of their core service) • Automated a lot of their e-documents thereby eliminating the need to scan several boxes of paper files—this also saved them from having to hire a potential part-time scanning assistant with an hourly pay of $15.00/hr • Assigned file administrators to each grouping of files and documented future file maintenance and protocol to ensure that all staff was on the same page • Decreased amount of time to retrieve documents Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978) AFTER Results
  9. 9. Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978) File Folder Administrators Melanie Jonathan File Folder Description The “Logos & Photos” folder houses all digital logos, photos, and images used for marketing collateral. File Folder Housekeeping 1. All photos must be named by the name and date of the person, place, or event. Example: IMG_0987 is now: Geoffrey Board of Directors 02-18- 07 2. Delete all files that are no longer useful to the 3. Archive the previous year’s data. Example: At the end of 2007, transfer all photos taken in 2005 to the Archive files. File Folder Archiving 1. Digital photos consume a large amount of server space. Retain two years of historical photos. Logos & Photos (example file folder) 2. Only move and archive logos once the client has provided a replacement logo. 3. All other data should be transferred to the archive folder located on the F:drive at F:Z ARCHIVE FILES. 4. At the end of each calendar year, remove the photos necessary to ensure that the last two years worth of historical data remain. File Folder Specific Protocol 1. Sub-Folders are organized by: Photo Type, Logo Type, Digital Signatures, and marketing collateral. 2. Each sub-folder representing a specific type of photo can be further sub-categorized (sub-folder (2)) by like clusters of photos. Example: The sub-folder “Photos Events” may have a sub-folder (2) entitled “2007” because there are several photos associated with this one EVENT. 3. All other photos that do not involve clusters should be appropriately named and categorized by the Photo Type. 4. All brochures, images for marketing collateral, stationary, and letterhead is located under the “Marketing Collateral” sub- folder. 5. Anyone desiring to add, delete, or otherwise modify a photo or logo document in the “Logos & Photos” folder must first gain clearance from the file administrators.
  10. 10. Learn More Here Hard-Drive Only Repositories Misplaced Digital Records/Files Slow Document Recovery This case study represents one portion of KasennuTM, our revolutionary model for creating sustainable business infrastructure in fast growing small businesses. Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)
  11. 11. Contact Us for more information. www.eqbsystems.com Questions? Copyright © 2007—2016. Equilibria, Inc. This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data. The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited. Equilibria, Inc. +1 (404-964-2978)

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