The document discusses improving processes for updating student records at the end of the school year. It identifies three sub-processes: 1) records change approval, 2) records change workflow, and 3) records update capture. Each sub-process is occurring outside the existing systems and causing issues. The document recommends analyzing each sub-process, addressing why they happen outside the systems, and moving the entire process to a form-based approach within a single system to optimize the process.
As we take the journey into the unknown of Document Management I hope that this helps. for more information go to http://www.mlburgessconsulting.com.au
Digital document management systems can improve office productivity by reducing storage and document retrieval costs. An average office worker spends 50% of their time looking for files and documents cost $30 to file, $120 to find if misfiled, and $220 to reproduce if lost. Implementing a digital system can save space used for filing cabinets, allow for easier collaboration, ensure only the latest document versions are used, and provide backup protection against disasters. Proper document management can save businesses an estimated $2.5-3.5 million annually in wasted search time and recreation of lost documents.
Document management the buyers handbook by Laserfiche.Luis Santos
This document provides an evaluation checklist for document management systems. It contains questions in several key areas: capture, indexing, search and retrieval, distribution, document management, records management, business process management, integration, administration, storage, security, and forms. The checklist allows organizations to evaluate competing systems and choose one that best meets their needs. It focuses on functionality related to scanning, metadata, searching, sharing documents, workflows, security, and other core document management features.
Whether a project lasts two weeks or spans months, no matter if the team consists of three
members or dozens, an electronic document management system can help entities keep track
of the documents, reports, and correspondences involved from the planning to execution phases.
EDM software can help ensure that no project member misses out on key information.
Learn more at the http://na.sage.com/sage-construction-and-real-estate
The document discusses information lifecycle management and developing an information management lifecycle approach. It covers the stages of the lifecycle including create/capture, index/classify, process, store/manage, retrieve/publish, archive, and destroy. Standards, policies, document management, records management, classification systems, taxonomies, retention schedules, and developing a records management system are also summarized.
The document outlines the key steps for organizations to successfully transition documents to the digital world: (1) determine the process through a strategy, (2) identify people to lead the strategy and provide training, and (3) establish policies for digital data storage, retrieval, and governance. It then discusses five models of digital governance structures and the strategic and tactical layers involved in implementation, including choosing a content management system, promoting it within the organization, and establishing a taxonomy manager role.
Here is a draft report outlining a plan to update the existing information management system over the next 3-5 years:
Current Situation
- 10 year old electronic document and records management system (eDRMS)
- No set procedures for information management
- Each employee manages their own emails
- Website maintained by IT department
- Remote workers access information using various laptops and PDAs purchased over 5 years
- Incoming mail scanned and entered by one person into eDRMS
Recommendations
Short term (1-2 years)
- Establish clear policies and procedures for information management
- Upgrade eDRMS to a modern, cloud-based system
- Implement enterprise-wide email management tools
As we take the journey into the unknown of Document Management I hope that this helps. for more information go to http://www.mlburgessconsulting.com.au
Digital document management systems can improve office productivity by reducing storage and document retrieval costs. An average office worker spends 50% of their time looking for files and documents cost $30 to file, $120 to find if misfiled, and $220 to reproduce if lost. Implementing a digital system can save space used for filing cabinets, allow for easier collaboration, ensure only the latest document versions are used, and provide backup protection against disasters. Proper document management can save businesses an estimated $2.5-3.5 million annually in wasted search time and recreation of lost documents.
Document management the buyers handbook by Laserfiche.Luis Santos
This document provides an evaluation checklist for document management systems. It contains questions in several key areas: capture, indexing, search and retrieval, distribution, document management, records management, business process management, integration, administration, storage, security, and forms. The checklist allows organizations to evaluate competing systems and choose one that best meets their needs. It focuses on functionality related to scanning, metadata, searching, sharing documents, workflows, security, and other core document management features.
Whether a project lasts two weeks or spans months, no matter if the team consists of three
members or dozens, an electronic document management system can help entities keep track
of the documents, reports, and correspondences involved from the planning to execution phases.
EDM software can help ensure that no project member misses out on key information.
Learn more at the http://na.sage.com/sage-construction-and-real-estate
The document discusses information lifecycle management and developing an information management lifecycle approach. It covers the stages of the lifecycle including create/capture, index/classify, process, store/manage, retrieve/publish, archive, and destroy. Standards, policies, document management, records management, classification systems, taxonomies, retention schedules, and developing a records management system are also summarized.
The document outlines the key steps for organizations to successfully transition documents to the digital world: (1) determine the process through a strategy, (2) identify people to lead the strategy and provide training, and (3) establish policies for digital data storage, retrieval, and governance. It then discusses five models of digital governance structures and the strategic and tactical layers involved in implementation, including choosing a content management system, promoting it within the organization, and establishing a taxonomy manager role.
Here is a draft report outlining a plan to update the existing information management system over the next 3-5 years:
Current Situation
- 10 year old electronic document and records management system (eDRMS)
- No set procedures for information management
- Each employee manages their own emails
- Website maintained by IT department
- Remote workers access information using various laptops and PDAs purchased over 5 years
- Incoming mail scanned and entered by one person into eDRMS
Recommendations
Short term (1-2 years)
- Establish clear policies and procedures for information management
- Upgrade eDRMS to a modern, cloud-based system
- Implement enterprise-wide email management tools
Centralize storage by moving files to a shared storage solution for seamless access anywhere. Set standard naming conventions for folders and files to save employees 25 minutes per day searching. Provide ongoing training for employees on storage, security, and sharing tools to increase understanding of information's role and boost capabilities.
This document discusses information management. It defines information management as the management of organizational processes and systems that acquire, create, organize, distribute, and use information. It describes information management as involving six key activities: identifying information needs, acquiring/creating information, analyzing/interpreting information, organizing/storing information, accessing/disseminating information, and using information. The document also outlines some tools for information management, such as standards, systems analysis, and lists five critical tools for an effective information management solution including an information governance framework, configurable taxonomy, unified visibility for records/assets, full-text search and advanced search functions, and disposition alerts/dashboard.
9 Steps to Successful Information Lifecycle ManagementIron Mountain
9 Steps to Successful Information Lifecycle Management: Best Practices for Efficient Database Archiving
Executive Summary
Organizations that use prepackaged ERP/CRM, custom, and third-party applications are seeing their production databases grow exponentially. At the same time, business policies and regulations require them to retain structured and unstructured data indefinitely. Storing increasing amounts of data on production systems is a recipe for poor performance no matter how much hardware is added or how much an application is tuned. Organizations need a way to manage this growth effectively.
Over the past few years, the Storage Networking Industry Association (SNIA) has promoted the concept of Information Lifecycle Management (ILM) as a means of better aligning the business value of data with the most appropriate and cost-effective IT infrastructure—from the time information is added to the database until it can be destroyed. However, the SNIA does not recommend specifi c tools to get the job done or how best to use tools to implement ILM.
This white paper describes why data archiving provides a highly effective application ILM solution and how to implement such an archiving solution to most effectively manage data throughout its
life cycle.
An effective records management program has several important business benefits:
1. It controls the creation and growth of records by limiting unnecessary documents and establishing retention schedules to destroy obsolete records. This stabilizes record growth over time.
2. It reduces operating costs by allowing inactive records to be stored off-site more cheaply and freeing up office space. For a typical 30 person office, cost savings could be $7,000 annually.
3. It improves efficiency and productivity by enhancing information retrieval through well-designed filing systems and indexes, allowing staff to access needed information more quickly.
The document discusses AIIM training programs for information management certifications. It provides an overview of the programs, including their structure, learning objectives defined by an advisory group, feedback from students and employers, standards and best practices used, and the benefits of becoming AIIM certified. It encourages readers to join the AIIM community and not get left behind in their training.
Better organization through document management systemVishal Shah
1) How to Choose Document Management Software.
2) Which Features Are Best for a Good Document Management Application?
3) The Value of Electronic Document Management or Why is Electronic Document Management Important?
What is Information Lifecycle Management? Information Lifecycle Management (“ILM”) is a sustainable storage strategy that balances the cost of storing and managing information with its business value.
This document discusses information system planning and change management. It outlines several benefits of information system planning, including effectively managing the organization's expensive and critical IT assets, improving communication between business and IT, aligning the IT direction with business priorities, and identifying opportunities to use technology for competitive advantage. The document also discusses planning the flow of information and processes, efficiently allocating IT resources, and reducing costs over the lifecycle of systems. Additionally, it addresses challenges with managing changes to information systems and the importance of change management.
El documento presenta los principios básicos de la comunicación humana, incluyendo que es imposible no comunicarse, que toda comunicación tiene un nivel de contenido y relación, y que la naturaleza de una relación depende de cómo se pautan las secuencias de comunicación. También cubre el uso de la comunicación digital y analógica, los tipos de intercambios comunicacionales, y factores que influyen en la comunicación efectiva como posturas, gestos, contacto visual y movimiento en el aula.
Throughout their music video and ancillary texts, the artist used dark tones like green, grey, and blue to represent themes of misery, despair, and death. Lens flares and lights were used in the video to symbolize something trying to break through into the girl's life but not being able to reach her. Common themes across the works included the color green, forests representing a journey to an ending, and metaphors. The genre is indie, shown through the use of nature and dark tones to portray emotion. While most indie videos include artist performances, theirs focused on narrative and lyrics through scenes without performers.
OTS Solutions provides software development and testing services. It develops software and tests it. Web design is also an important part of the software services it offers.
The Small Business Institute is working to stimulate the struggling economy of Washington Park by supporting small businesses and improving the community image. They will create a unified brand and launch promotional campaigns to attract new residents and businesses. Initiatives include developing a logo and slogan, launching a community website and blog, and offering incentives to encourage economic activity in Washington Park. The goal is to generate interest, disseminate information, and improve the overall community.
This document provides an overview and summary of the features and capabilities of Adobe Business Catalyst, an all-in-one online business platform. It describes the content management system, CRM, email marketing, ecommerce, payment gateways, analytics, reporting, modules, web apps, and support for subscribers, shipping, and technicians available through the platform. The intended audience appears to be small to medium businesses looking to build an online presence and digital services.
Este documento describe un módulo de capacitación para profesores enfocado en responder preguntas de estudiantes. El objetivo es que los profesores apliquen comportamientos de alabanza, aceptación y comprobación cuando interactúan con estudiantes. El módulo explica los pasos que los profesores deben seguir y proporciona fundamentos sobre la importancia de estas habilidades para fomentar la participación estudiantil.
The NVQ Diploma in Kitchen Services Level 2 qualification is aimed at those working or who are seeking to start a career in kitchen services. It can be taken whilst in the workplace to allow hands on experience as you train. It is aimed at chefs and cooks who may be cooking and reheating food that is bought in and that requires little or no preparation. This could be in more mainstream restaurants or in some parts of public sector catering.
El documento describe el diseño de la enseñanza para un aprendizaje autónomo. Explica que la enseñanza ya no es solo una transmisión de información, sino que facilita el aprendizaje de los estudiantes. Describe elementos como tareas de aprendizaje, ambientes de aprendizaje y experiencias que permiten a los estudiantes construir conocimiento y desarrollar autonomía en el aprendizaje. También presenta enfoques como el aprendizaje basado en problemas y el estudio de casos para promover un aprendizaje autónomo y signific
The deliverable from a consulting engagement for a hospital. The hospital needed to define the requirements for a single EIM platform. This two-day clinic allowed them to identify key issues and requirements to reduce the time to move from idea to RFP. While ensuring the that process stayed focused on hospital goals rather than just technical ease and fastest implementation.
Este documento describe la metodología para evaluar el diseño de un programa de formación. Explica que se debe evaluar los objetivos, contenidos, metodología, actividades, recursos y formador para comprobar la adecuación del programa y mejorarlo. Proporciona parámetros e indicadores para evaluar cada elemento del diseño y garantizar que se cumplan los objetivos de forma eficiente.
The document analyzes economic growth in the Syracuse metropolitan area using shift-share analysis. Shift-share breaks growth down into national share, industrial mix, and competitive components. The analysis finds that industries growing due to competitive advantages include professional services, food services, computer manufacturing, construction, amusement/gambling, and real estate. Industries declining due to competitive disadvantages include utilities, primary metal manufacturing, transportation equipment manufacturing, and administrative/support services. The report concludes some industries are current strengths and high priorities for retention, while others may be "fools gold".
This document discusses locality-sensitive hashing (LSH) and related techniques for efficiently finding similar items in large datasets. LSH works by using hash functions to map similar items to the same "buckets", allowing efficient lookup of near neighbors. The document outlines applications of LSH such as duplicate detection, clustering, and search. It also discusses limitations of LSH and how Bayesian and probabilistic graphical models can be used to improve similarity search for less similar items or incorporate additional context. Links to further resources on machine learning, statistics, and related topics are provided.
El documento presenta un modelo de acta para aprobar la cuenta final de liquidación de una entidad. El acta describe el quórum requerido, la designación del presidente y secretario, la presentación y aprobación de la cuenta final de liquidación por parte del liquidador, y la destinación del remanente resultante. Finalmente, se procede a la lectura y aprobación del acta por los asociados.
Centralize storage by moving files to a shared storage solution for seamless access anywhere. Set standard naming conventions for folders and files to save employees 25 minutes per day searching. Provide ongoing training for employees on storage, security, and sharing tools to increase understanding of information's role and boost capabilities.
This document discusses information management. It defines information management as the management of organizational processes and systems that acquire, create, organize, distribute, and use information. It describes information management as involving six key activities: identifying information needs, acquiring/creating information, analyzing/interpreting information, organizing/storing information, accessing/disseminating information, and using information. The document also outlines some tools for information management, such as standards, systems analysis, and lists five critical tools for an effective information management solution including an information governance framework, configurable taxonomy, unified visibility for records/assets, full-text search and advanced search functions, and disposition alerts/dashboard.
9 Steps to Successful Information Lifecycle ManagementIron Mountain
9 Steps to Successful Information Lifecycle Management: Best Practices for Efficient Database Archiving
Executive Summary
Organizations that use prepackaged ERP/CRM, custom, and third-party applications are seeing their production databases grow exponentially. At the same time, business policies and regulations require them to retain structured and unstructured data indefinitely. Storing increasing amounts of data on production systems is a recipe for poor performance no matter how much hardware is added or how much an application is tuned. Organizations need a way to manage this growth effectively.
Over the past few years, the Storage Networking Industry Association (SNIA) has promoted the concept of Information Lifecycle Management (ILM) as a means of better aligning the business value of data with the most appropriate and cost-effective IT infrastructure—from the time information is added to the database until it can be destroyed. However, the SNIA does not recommend specifi c tools to get the job done or how best to use tools to implement ILM.
This white paper describes why data archiving provides a highly effective application ILM solution and how to implement such an archiving solution to most effectively manage data throughout its
life cycle.
An effective records management program has several important business benefits:
1. It controls the creation and growth of records by limiting unnecessary documents and establishing retention schedules to destroy obsolete records. This stabilizes record growth over time.
2. It reduces operating costs by allowing inactive records to be stored off-site more cheaply and freeing up office space. For a typical 30 person office, cost savings could be $7,000 annually.
3. It improves efficiency and productivity by enhancing information retrieval through well-designed filing systems and indexes, allowing staff to access needed information more quickly.
The document discusses AIIM training programs for information management certifications. It provides an overview of the programs, including their structure, learning objectives defined by an advisory group, feedback from students and employers, standards and best practices used, and the benefits of becoming AIIM certified. It encourages readers to join the AIIM community and not get left behind in their training.
Better organization through document management systemVishal Shah
1) How to Choose Document Management Software.
2) Which Features Are Best for a Good Document Management Application?
3) The Value of Electronic Document Management or Why is Electronic Document Management Important?
What is Information Lifecycle Management? Information Lifecycle Management (“ILM”) is a sustainable storage strategy that balances the cost of storing and managing information with its business value.
This document discusses information system planning and change management. It outlines several benefits of information system planning, including effectively managing the organization's expensive and critical IT assets, improving communication between business and IT, aligning the IT direction with business priorities, and identifying opportunities to use technology for competitive advantage. The document also discusses planning the flow of information and processes, efficiently allocating IT resources, and reducing costs over the lifecycle of systems. Additionally, it addresses challenges with managing changes to information systems and the importance of change management.
El documento presenta los principios básicos de la comunicación humana, incluyendo que es imposible no comunicarse, que toda comunicación tiene un nivel de contenido y relación, y que la naturaleza de una relación depende de cómo se pautan las secuencias de comunicación. También cubre el uso de la comunicación digital y analógica, los tipos de intercambios comunicacionales, y factores que influyen en la comunicación efectiva como posturas, gestos, contacto visual y movimiento en el aula.
Throughout their music video and ancillary texts, the artist used dark tones like green, grey, and blue to represent themes of misery, despair, and death. Lens flares and lights were used in the video to symbolize something trying to break through into the girl's life but not being able to reach her. Common themes across the works included the color green, forests representing a journey to an ending, and metaphors. The genre is indie, shown through the use of nature and dark tones to portray emotion. While most indie videos include artist performances, theirs focused on narrative and lyrics through scenes without performers.
OTS Solutions provides software development and testing services. It develops software and tests it. Web design is also an important part of the software services it offers.
The Small Business Institute is working to stimulate the struggling economy of Washington Park by supporting small businesses and improving the community image. They will create a unified brand and launch promotional campaigns to attract new residents and businesses. Initiatives include developing a logo and slogan, launching a community website and blog, and offering incentives to encourage economic activity in Washington Park. The goal is to generate interest, disseminate information, and improve the overall community.
This document provides an overview and summary of the features and capabilities of Adobe Business Catalyst, an all-in-one online business platform. It describes the content management system, CRM, email marketing, ecommerce, payment gateways, analytics, reporting, modules, web apps, and support for subscribers, shipping, and technicians available through the platform. The intended audience appears to be small to medium businesses looking to build an online presence and digital services.
Este documento describe un módulo de capacitación para profesores enfocado en responder preguntas de estudiantes. El objetivo es que los profesores apliquen comportamientos de alabanza, aceptación y comprobación cuando interactúan con estudiantes. El módulo explica los pasos que los profesores deben seguir y proporciona fundamentos sobre la importancia de estas habilidades para fomentar la participación estudiantil.
The NVQ Diploma in Kitchen Services Level 2 qualification is aimed at those working or who are seeking to start a career in kitchen services. It can be taken whilst in the workplace to allow hands on experience as you train. It is aimed at chefs and cooks who may be cooking and reheating food that is bought in and that requires little or no preparation. This could be in more mainstream restaurants or in some parts of public sector catering.
El documento describe el diseño de la enseñanza para un aprendizaje autónomo. Explica que la enseñanza ya no es solo una transmisión de información, sino que facilita el aprendizaje de los estudiantes. Describe elementos como tareas de aprendizaje, ambientes de aprendizaje y experiencias que permiten a los estudiantes construir conocimiento y desarrollar autonomía en el aprendizaje. También presenta enfoques como el aprendizaje basado en problemas y el estudio de casos para promover un aprendizaje autónomo y signific
The deliverable from a consulting engagement for a hospital. The hospital needed to define the requirements for a single EIM platform. This two-day clinic allowed them to identify key issues and requirements to reduce the time to move from idea to RFP. While ensuring the that process stayed focused on hospital goals rather than just technical ease and fastest implementation.
Este documento describe la metodología para evaluar el diseño de un programa de formación. Explica que se debe evaluar los objetivos, contenidos, metodología, actividades, recursos y formador para comprobar la adecuación del programa y mejorarlo. Proporciona parámetros e indicadores para evaluar cada elemento del diseño y garantizar que se cumplan los objetivos de forma eficiente.
The document analyzes economic growth in the Syracuse metropolitan area using shift-share analysis. Shift-share breaks growth down into national share, industrial mix, and competitive components. The analysis finds that industries growing due to competitive advantages include professional services, food services, computer manufacturing, construction, amusement/gambling, and real estate. Industries declining due to competitive disadvantages include utilities, primary metal manufacturing, transportation equipment manufacturing, and administrative/support services. The report concludes some industries are current strengths and high priorities for retention, while others may be "fools gold".
This document discusses locality-sensitive hashing (LSH) and related techniques for efficiently finding similar items in large datasets. LSH works by using hash functions to map similar items to the same "buckets", allowing efficient lookup of near neighbors. The document outlines applications of LSH such as duplicate detection, clustering, and search. It also discusses limitations of LSH and how Bayesian and probabilistic graphical models can be used to improve similarity search for less similar items or incorporate additional context. Links to further resources on machine learning, statistics, and related topics are provided.
El documento presenta un modelo de acta para aprobar la cuenta final de liquidación de una entidad. El acta describe el quórum requerido, la designación del presidente y secretario, la presentación y aprobación de la cuenta final de liquidación por parte del liquidador, y la destinación del remanente resultante. Finalmente, se procede a la lectura y aprobación del acta por los asociados.
Agencia europea de acreditación de la calidad en mediaciónIñaki Alonso Isusi
La Agencia Europea Acreditación de la Calidad en Mediación
AEACM en español, ( European Mediation Agency en la jerga
profesional internacional EMA), es una Agencia privada
independiente, sin ánimo de lucro cuyo ámbito es la Unión
Europea ( en periodo de creación, diseño, debate y posterior
legalización ), descentralizada por razón de sus diferentes
especialidades que se encargará de la Evaluación de las
solicitudes de acreditación de la óptima calidad de l@s
mediador@s, las instituciones de mediación públicas y privadas,
conforme a los modelos internacionales reconocidos en la
comunidad profesional internacional, y mediante las técnicas de
acompañamiento y supervisión auditora conhomologación
internacional.
Madilog S.A.S. - aliado de Viajeros S.A.
Transporte público, capacidad transportadora, seguros, SOAT y mucho más...
SOMOS LA EMPRESA DE GESTIÓN Y EFICIENCIA CON UN EQUIPO DE PROFESIONALES EN EL ÁREA DE ASESORÍA COMERCIAL CON SÓLIDOS Y AMPLIOS CONOCIMIENTOS EN PROMOCIÓN, DOCUMENTACIÓN Y GESTIÓN DE CAPACIDADES TRANSPORTADORAS. TENEMOS COMO MISIÓN Y OBJETIVO APORTAR TRANSPARENCIA Y DILIGENCIA A TIEMPO EN LA TRAMITOLOGÍA.
http://www.madilog.com.co/
Cra. 62 No. 100-19 Piso 3° Tf: 6176677 Cels: 3102179985 – 3208394108 Bogotá-Colombia. Nuevo website: www.madilog.com.co / www.madilog.co E-mails: gerencia@madilog.com – gerenciacomercial@madilog.com
The document discusses the importance of summarization for processing large amounts of text data. Automatic summarization systems aim to generate concise summaries that capture the key elements of the original text in fewer sentences than the original. However, accurately summarizing text in a way that preserves meaning while reducing length remains a challenging task for artificial intelligence.
Apples and Oranges, Lions and Tigers: Understanding taxonomies and how you ca...Content Strategy Inc.
Don't let the word throw you. Taxonomies are all around us. And we start playing with them from a very young age, when we sorted crayons into colours and separated our space Lego from standard bricks. Taxonomies are fundamental to how we think about and make sense of the world. And they have a special connection to content and to customers. This presentation was delivered to members of the IA/CS Meetup in Vancouver on May 16, 2016.
Moving records management from a paper based strategy to a electronic strategy requires re-thinking what needs to be protected and where the threats to security exist.
The key is to stop focusing on the artifact (the document) and focus on the information that is important. Documents are just the storage media to move the information from person to person.
ECNO 2016-Using ECM to gain administrative efficiency for school boardsChristopher Wynder
Presentation from ECNO 2016. The presentation centers on embedding records management into process management. We take a IT project centric view of how to move from chaos to manage-able information access points. A key concept is how ECM and EIM technologies provide opportunities for school boards to reduce their costs and risk.
Integrating user needs into ECM projects is key to success. Whether it is a initial implementation or a reboot or just expanding use, user needs and UX testing should be integrated into every project
The document discusses several topics related to information management within government organizations. It begins by outlining the key considerations for a Canadian government RFI on cloud services, including policy, business, technical, procurement, pricing and security. It then discusses challenges of moving to the cloud and key capabilities needed for collaboration and content management. Several graphics show examples of infrastructure layouts, the variety of locations information can be stored, and the need to define user journeys to understand how people complete tasks. It emphasizes identifying "dangerous" user groups where compliance issues are most likely to occur to prioritize support and adoption of information management systems.
- IT needs to implement an ECM system to manage the growing amount of unstructured data and content that users are storing in unauthorized locations outside of the organization's control, like cloud storage and personal devices.
- For the ECM system to be effective, it must have high adoption amongst end users. This requires understanding how users actually work rather than making assumptions, and designing the ECM system around users' daily tasks and challenges finding information.
- The document outlines exercises for requirements gathering that focus on understanding users' information sources, challenges, and daily workflows in order to design an ECM system that solves users' problems and enables productivity, leading to higher adoption.
AMCTO presentation on moving from records managment to information managementChristopher Wynder
This presentation was given to AMCTO zones 1 and 4/5. It presents how to use the records classification as the core for a faceted classification schema that can be used to enable workflow and processes across the organization.
ThinkDox LLC provides an information management as a service (IMaaS) solution. The document discusses developing an information management strategy and framework for long term success by implementing a service oriented approach. It also covers topics like integrating storage strategies, understanding how users work with information, generating information lifecycle models, and ensuring solutions meet organizational needs.
Presentation on using workflow to implement a highly used ECM system.
Provides a step-by-step outline how to understand user needs through marketing techniques such as user journeys and persona building.
Introduces the concept that ECM is an organically growing system rather than an architected software solution.
Information Management aaS AIIM First Canadian presentationChristopher Wynder
High level talk given at AIIM Canada's breakfast event March 23, 2017.
The talk goes through the challenges of information management in the era of BYOD and cloud services. The last part of the talk is how to start with a small but impactful project to show the value of IMaaS.
Records management involves the systematic control and management of organizational records throughout their lifecycle from creation to ultimate disposition. Both paper and electronic records must be efficiently and effectively managed. Key aspects of records management include determining appropriate retention periods and formats for storage, as well as ensuring long-term access to and preservation of important records through use of metadata and records management software. Effective electronic records management requires support from management, training of staff, and use of classification systems and retention schedules to integrate electronic and paper records management.
ERP integrates business of an organization through a centralized database. The organizational data and transaction data are stored in the database. This data is a rich source of information. There are many software tools that would process the data and discover useful patterns. These techniques are referred to as data mining. The data from an ERP system may not be directly usable by data mining tools. The data may have to be pre-processed and made ready for data mining. A data warehouse is created from the ERP data that makes the data ready for data mining. An organization needs to interact with their suppliers for obtaining the raw material or semi-finished goods. They also need to interact with their retailers and dealers. These interactions may happen using EDI technology. Supply chain management (SCM) refers to managing suppliers and retailers. Customers are the reason why a business exists. The focus has changed from providing customer a product to providing a service built around the product. Customer relationship management (CRM) is the technology that helps an organization to manage its customers. CRM and SCM both integrate with ERP system and are collectively referred to as ERP-II.
This document provides an overview of information technology (IT) concepts including the functions and types of IT systems used in organizations. It discusses IT infrastructure, support organizations, and how IT can provide functions like decision support, e-learning, web conferencing, wikis, and electronic directories. It also describes enterprise systems for transaction processing, resource planning, and interorganizational information sharing. The document outlines managers' key responsibilities regarding IT, including identifying opportunities, facilitating adoption, and mitigating risks. It discusses factors influencing IT acceptance and provides examples of various IT risks organizations may face.
The document discusses several key steps organizations should take before migrating files to an enterprise content management system (ECM) to ensure a successful implementation. These include conducting a thorough business and systems analysis, preparing stakeholders, analyzing business processes, assessing recordkeeping requirements, preparing for document and email migrations, and building a sustainable security management framework. Taking the necessary time for these activities prior to any file migration is essential for minimizing risks and ensuring adoption of the new ECM system.
1) Database management systems were created to address issues with storing information in file processing systems, such as data redundancy, difficulty accessing data, data isolation, and integrity and security problems.
2) A DBMS allows for centralized control of data, consistent definitions and storage, reduced data redundancy, data independence from programs and applications, and support for multiple user access.
3) Some key applications of database systems include banking, airlines, universities, manufacturing, online retailers, and telecommunications.
Implementing an enterprise content management (ECM) system can provide benefits like increased efficiency and compliance, but also risks like underestimating costs and change management needs. A successful ECM implementation requires defining standards, tailored training, and buy-in across the organization. It's best to start with one business function and scale across the enterprise over time to manage risks. Upfront taxonomy and metadata development are also critical to ensuring content remains findable.
The document discusses enterprise content management (ECM). ECM refers to strategies, methods and tools used to capture, manage, store, preserve and deliver content and documents related to key organizational processes. It captures, manages, stores, preserves and delivers content. ECM covers unstructured information like images, documents, and web pages that are processed by humans. It also discusses concepts like metadata, classification, search and retrieval, security and integration that are important aspects of ECM.
The document discusses key concepts in enterprise content management (ECM). It defines ECM as strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. It outlines the main components of ECM systems including capture, storage, management, preservation, and delivery of content. It also discusses important related concepts such as metadata, classification, taxonomy development, and automated vs manual processes.
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crwynder@gmail.com
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ARMA Southwest Ontario InfoSpeaks
1. Increase records security
through process
Christopher Wynder, Ph.D
Director of Client Services
@ChrisW_thinkdox
chrisw@thinkdox.com
ThinkDox LLC.
2. Most records handling issues are
systemic not antagonistic
ThinkDox LLC.
These first two are symptoms of how
poor/slow adoption of technology has
been for records handling.
The last three are purely process
maturity. Suggesting that even if
adoption of EDRMs technology was
higher significant issues would still exist.
3. Effective ERM is service
driven:
It is embedded into normal work
processes
Provides time-savings to system
users
Aligns with organization strategy
and goals
4. Most records management procedures are based on “paper”
• Rigid
organization-
enforced
taxonomy.
• Retention
rules
• Disposition
workflow
• Audit of
deletion
schedules
Capture Organize Use
Archive or
retire
How it is
generated does
not matter in a
paper world. The
physical artifact
is “handed over”
Use is
controlled
via
ownership
of artifact.
5. Documents consist of information that is used
for particular business processes. There is no
requirement for documents to be maintained for
any period of time.
Records are a subclass of documents that
must be treated differently. Specifically, they
must be maintained in a format that can not be
changed for a specific length of time.
Processes produce both documents and records.
Users do not have “silo’ed” work days where they
handle just records or handle just documents.
9am
DATE
?
5pm
The average user’s day
ERP/CRM
ThinkDox LLC.
6. EIM as a strategy reduces risk of user confusion
Process and storage location alignment =
risk reduction
R&DSales
CEO
HR
After R&DSales
CEO
A year later
Before
Do we have any tape?
Someone needs to
organize this!
That looks great…but where do I
put my vacation request-is it HR or
department?
Do we have any tape?
I thought we organized
this?!
7. Case study: Evaluating a broken process
Who
K- 8 School board in Mid-
west US.
Central IT administration
Charter schools have own
IT budget
Problem
Updating student records at
end of year is time-
consuming for both
teachers and central admin
Process “feels” unique for
each school to enter same
data
Complications
Some schools use Google
Apps.
Central Admin and many
schools are standardized on
Microsoft
Central use O365. Most
schools are migrating to
O365
THINKDOX LLC.
8. 1. Can we manage
the
customization?
2. Can we gather
enough
information on
users
Start by defining what you want the system to do
IT
Competency
1. What are users going
to do IN system?
2. How embedded
should the system be
in our processes?
1. What can our ECM system do /
do we features should we be
prioritizing?
2. Do we have a taxonomy?
3. What is a disposition needs?
1
2
3
Information
Governance
Technology
readiness
9. How people work has changed vastly
Capture Organize Use
Archive or
retire
Information
lifecycle
User
information
lifecycle
Generate Record Use
Forget or
storeOrganize Re-Organize
Envisioned
Starting
point
Actual
Starting
point
Forget or
store
10. Move beyond just ERM to EIM
ThinkDox LLC.
ERM
Add
User ECM ERP or LMS
Student records
11. Focus on the user tools that solve user frustration with
their day-to-day activities.
How many
different
applications
are they
using
9am
DATE
?
5pm
How many times
are they breaking
compliance
ERP/CRM
how do users generate content-what
are the filetypes, what are the key
applications
where is the information from that
content being recorded? Office
documents, applications
what is the point of the content? Is
the information being shared? Is it for
revenue generation? Does it need to
be moved to other people?
....is the information source used
again. What do users really need,
what can you securely provide them.
G enerate
R ecord
O rganize
W hen
12. Account for GROW-th by accepting the organic nature of information
An architect plans the design of information, brings
structure to unstructured sources by enabling users to move
through a "journey“.
Requires existing user compliance and understanding of
information sources.
A gardener sets the parameters of access, provides a
single point of entry to user needs by understanding
that every user has multiple “journeys” that
encompass their job.
Requires access control to key information sources
to ensure user compliance.
13. Be the gardener: plant the seed, control the weeds, and nourish the environment
• Gardeners do not control growth they only
maximize the conditions for growth.
• What can you as an Information Gardener do:
◦provide appropriate access (the size of the
plot).
◦Set limits on where the seeds can grow
(users) and
◦provide within that plot the nutrients
(information) that seeds need.
• You cannot control the growth but you can limit
the unwanted growth. Growth on ECM is going to
be organic but you can limit the space provided.
16. Align user information and ECM lifecycles at key points in the process
Adoption and BRPs are linked together. Solve the users’ key needs and you’ll solve your compliance concerns
surrounding structured documents and records.
Capture Organize Use
Archive or
retire
ECM
lifecycle
User
information
lifecycle
Generate Record Use
Forget or
store
?
Organize Re-Organize
ECM works best when
the information is
organized at capture
The un-asked question-”How do
users get work done?”
This is key to how users
expect to find documents
Users lack the
tools to
appropriately
archive content
Re-use leads to lots
of local copies.
17. 1. Can we manage
the
customization?
2. Can we gather
enough
information on
users
Start by defining what you want the system to do
IT
Competency
1. What are users going
to do IN system?
2. How embedded
should the system be
in our processes?
1. What can our ECM system do /
do we features should we be
prioritizing?
2. Do we have a taxonomy?
3. What is a disposition needs?
1
2
3
Information
Governance
Technology
readiness
18. School level
How do we move to better process
Board level
System of
interaction
System of
record
Access control
Findability
Archive
Ad hoc/
Fileshare
Holistic planning for information management
Infrastructure planning
Requirement gathering
Implementation
Integrated retention and
disposition schedules
Understanding trends in
content generation
Information
management strategy
Technological support for managing information
THINKDOX LLC.
19. The brain uses two descriptors for recall. Take advantage of this to limit the number of
descriptors
• People vaguely recall the name of a
document
• People recall why they made or last used a
document
• People are hard wired to remember WHO
they:
◦Work with
◦Communicated with
◦Made the original
• The right two pieces of process
information will allow users to find the
right documents
Take advantage of how the brain works.
Weak recall
Weak recall
Strong recall
Object
Who
=
=
=
20. The reality is their “process” is actually 3 processes
1
2
3
Records change approval
Records change workflow
Records update capture
21. Optimizing each sub-process
1 Records change approval
Why is this happening outside the
system?
Do we care?
Risks?
Printing student records increases the number of
different places that regulated information is
stored.
Speed of process has led to paid overtime for
Admin staff constraining infrastructure upgrades.
Why:
Key approval is an “email guy” doesn’t want
to learn a new system.
It fits with the communication and template
locations that currently exist.
22. Addressing the “Why” – understand how each user works
Admin
Student
records
Facilities
management
User Journey of a Admin’s day
Check
information
Get
Approval
Confirm
Updates
Request
updates
Review
orders
Send
orders
Request
approval
Draft
orders
Analysis:
The nature of approvals is the real issue.
Facilities management is completely done through accounting
software. Has no ability to capture “wet signatures”
Approver wants to just send an email.
23. Identify the “most dangerous” user personas
What core users or departments are the most dependent on ECM or have roles that generate the most
content for ECM?
Go right to the source:
Where are the roadblocks in the process?
• Survey users about their activities.
• Compare the activities of people in
problem processes.
Where are the compliance issues?
Which group of users is the organization most
concerned with?
Non-compliance from user groups that
know better is often due to a lack of
support for BRPs
Use IT system data:
What does the log-in data tell us? Is there an AD role
that is under represented?
Users that are under-represented in access
logs are likely dissatisfied with ECM.
What department has the most complex site
organization?
Complex granular trees often result from
user groups copying and re-filing
information for new projects.
Search logs – are there commonly searched terms?
Searching for the same document is a sign
that users do not recall where documents
live.
24. Dealing with capture and re-capture problems
3 Records update capture
Why is this happening outside the system?
Do we care?
Risks?
Errors in data input cause problems for teachers
and administrators attempting to evaluate
educational plans.
Duplicated records is an serious issue for both
storage growth and audit controls
Why:
No one knows how to update documents in
the system.
Information is captured in a different system
then the records management system
25. 1. Can we manage
the
customization?
2. Can we gather
enough
information on
users
Start by defining what you want the system to do
IT
Competency
1. What are users going
to do IN system?
2. How embedded
should the system be
in our processes?
1. What can our ECM system do /
do we features should we be
prioritizing?
2. Do we have a taxonomy?
3. What is a disposition needs?
1
2
3
Information
Governance
Technology
readiness
26. Move the whole process to form based approach
Capture
Organize
Use
Archive
or retire
28. Use of word templates and no required metadata “hides” documents from ERM
Collaboration
System of record
Access control
Templates
PDF generation strips
metadata and is not
linked to a form type in
Laserfiche
Admin kept copy
of template on
HD No one actually used
SharePoint for
version control
Template
IT had tied
metadata to
“live” copy
29. Take advantage of the metadata system to connect records classification to both
information and process
Text
Date
List
Dynamic
“In progress”
Information
Folder
Information sorting
(Templates)
Process step identification
Tags
Confidential
Templates can be applied to
either folders or documents
Tags can convey
information or restrict
access
30. Describe the user journey based on how people work
Expand using descriptors that describe work
patterns
Facet Description Examples
Matter
Objects, typically
inanimate.
Desktops; Servers; Storage; Buildings.
Energy
Actions and Interactions.
“processes”.
Customer service; Quality control; Manufacturing;
Research; Accounts payable.
Space Locations, departments,
Human resources; APAC; Guatemala; Building
A2.
Time Hour, period, or duration Morning; Q3; Financial close; Winter; 2011.
31. Build out the descriptors based discrete tasks during the process
Client
size
Depart.
Budget
related
Location
Order
approvals
fulfillment
Initiative
Intranet ERP
Other
sources
Website
HR
structures
Remember our goal at the
beginning is to have enough
taxonomy to confidently allow
users to add content to ECM for
the purposes that the
organization has defined. The
taxonomy WILL need to updated
through a controlled process.
The key with “semantic search” is a
clear process for evaluating the
usage. The goal should be to have
these integrated into the controlled
vocabulary to replace unused
terms rather than create a shadow
metadata system
32. Categorize the non-records descriptors based on GROW fields
Contract
negotiations
Billing
Contracts
Secondary
office
Remote
CRM logs
Surveys
Direct
interaction
Location
financials
Call list
Daily
activities
Calendar
Hand-over
Workgroup
Potential
taxonomy
descriptors
(GROW)
These could
be the drop-
down terms
Wide
category
Remember this initial goal is about gaining control
over documents. The long term goal is a living set of
descriptors that mirror business practices.
These are probably too specific.
Additional personas will generalize
these further to make them usable.
33. Use process descriptions to enable both findability and security
Long lists of anything are a disaster for information collection
Marketing Joke: “What is the biggest state in the United
States?”
The Answer:
8x3
The human brain has a storage and sorting limit of eight items.
This means drop-down items 9 - ∞ will not be considered.
Keep your taxonomy to three levels of detail, each with about eight items. The taxonomy for a facet, therefore, can have 83 – or 512 –
items.
34. Define the complete view of what people do to extend content descriptors
Persona
Business Process
Users Workflow
New cases
Case
management
Check
schedule
Follow-up
Schedule
meeting
Check for
information
Review
previous
Monitor
action
Request
action
Review
reports
Service
Management
BPM
case
module
CRM
case #
Workflow
Confirm
by SMTP
Social Services
35. Refined the process maps with the actual information they need
DATE
CRM
Constituent
or Council
needs
Vacation
request
Agenda/
Budget
What information outside of their job description do users need to “get
work done”
DATE
DATE
DATE
How many of these
resources are up-to-
date?
36. Well-governed information is both protected and used.
• Start by determining how similar the key intra- and
inter-departmental information movement patterns
are. Do HR and corporate services speak the
same language.
• School boards with cloud based educational tools
e.g. GAFE, Office 365, D2L should evaluate the
processes and security of how information moves
into these systems.
• Move away from “E-documents” such as fillable
PDFs to dynamic forms and workflow. This is easier
to manage long term
• Don’t forget about social. School officials need to
have policy and process for when constituent
information and conversation moves beyond
community “engagement” to legally binding or
regulated action.
RegulationsOrganization-wide data
Similarities
Departmental
data
Key considerations for how to maximize the
use of your ECM
37. Thank you
Have questions or want a copy of the presentation:
Email me: chrisw@thinkdox.com
Don’t want to email me:
See our websites presentation page
http://thinkdox.com/news/presentations/
We are on twitter and LinkedIn
@Thinkdox
@ChrisW_thinkdox
https://www.linkedin.com/company/thinkdox-inc-?trk=biz-companies-cym
Editor's Notes
Barely Repeatable Process:
education applications such as ERPs, CRMs and other data focused apps bring give a home to highly repeatable processes such as order processing, customer engagements. These are often mundane tasks that have the same starting, ending and order to the workflow.
These highly repeatable processes often surround highly regulated documents. Users understand the need for workflow and repeatability to reduce regulatory pain.
The problem becomes using these data sources as part of a users job-to be productive.
Any process that has high complexity, crosses information sources and needs to be communicated is rarely done the same way or the same order.
These barely repeatable processes are often ad hoc, multi-source, multi-person processes-building a document, diagnosing a patient, requesting time-off, building revenue projections.
For IT it is nearly impossible for us to understand what the users actually do to build ensure the tools work.