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

1. Strategy of
Document Management
in Schools

2. AGENDA
1 DIGITAL DOCUMENT STORAGE
2 DOCUMENT MANAGEMENT SYSTEMS (DMS)
3 ENTERPRISE CONTENT MANAGEMENT (ECM)
4 DIGITAL GOVERNANCE STRATEGY
5 QUESTIONS
6 SOME LINKS

3. LOOK FAMILIAR

4. Paradigm of Digital Business
Gartner 2015

5. Paradigm of the Digital Business of Education

6. Common Challenges
Space
Constraints
Life of Paper
Document
Sharing
Single
Repository
Staff Efficiency
&
Productivity
Busy
Academic Staff
Document
control
Document
Security
Email
Management
BYOD
ManagementExisting
Database/S
Documents
Retrieval

7. DEFINITION
DIGITAL DOCUMENT STORAGE
The storing/archiving of documents, audio, images
or video in digital format.
• The format can be varied and sometimes
encrypted in HTML (Hypertext Markup
Language) format
• It can be via software application, cloud, web
based or email format

8. DIGITAL DOCUMENT STORAGE
WHY?
Space
Length of time documents need to be stored always leads
to a shortage of room for storage and archives
Time
It takes time to store/file items and takes even longer to find
them!
Money
The cost of filing and searching for documents is significant

9. DIGITAL DOCUMENT STORAGE
Some Statistics
• $30 is the average cost to file one document.
• $120 to find a misfiled document.
• $220 to reproduce a lost document.
• 8% of all documents get lost while 3% of the
remainder are misfiled.
• 90% of all papers handled are shuffled.
(Source by ImageNetplus (Coopers & Lybrand (Source: Imersion Technologies. Inc.))

10. A professional’s time is spent:
• Looking for files 50%
• Reading Files 15%
• Other time 35%
• “International Data Corporation has estimated
that the typical enterprise with 1,000 knowledge
workers wastes $2.5 million to $3.5 million per
year searching for non-existent information,
failing to find existing information, or recreating
information that can’t be found.”
DIGITAL DOCUMENT STORAGE

11. Why does Digital Document Storage improve the productivity of staff?
• Physical storage costs, retrieval and destruction costs can be drastically reduced and potentially
eliminated.
• Collaboration is far easier when documents are stored electronically. Multiple people can view
the same document, at the same time.
• Only the latest version of the document is presented, eliminating the possibility that several
versions of the same paper document are disseminated throughout the organization.
• The document repository is backed up right along with the normal computer system backups in
your organization.
• Most businesses do not have a backup for their paper-based documents, and would be
out of business in the event of a natural or other disaster
DIGITAL DOCUMENT STORAGE

12. Protect with Digital Document Storage
DISASTER
• Protect your orgnisation from disaster. What is your paper
disaster plan? What if your sprinkler system malfunctions? What if
you have a fire or flood? Why run the risk of losing your documents
when you can implement a plan that eliminates that worry?
RECOVERY
• Have a recovery Plan. A well-oiled recovery plan can keep you from
losing valuable time and critical documents. By organizing a well
thought-through backup plan, your business could be saved the time
and cost of recovering the very documents that you need
to maintain it.
SECURITY
• Keep your organisation secure. Are your paper documents
secure? By organizing a document management system, you can
make sure only the people needed to see and use important
documents can do so. Proper security can protect your company
from disgruntled employees or ex-employees.

13. DOCUMENT MANAGEMENT SYSTEMS (DMS)
1. Is the use of a computer system and software to store, manage and
track documents and electronic images of paper based information
captured through the use of a document scanner.
2. Is the coordination and control of the flow (storage, retrieval,
processing, printing, routing and distribution) of electronic and paper
documents in a secure and efficient manner, to ensure that they are
accessible to authorized personnel as and when required.
(businessdictionary.com)
DEFINITION

14. Relevance to Core Functions
Documents
to
Knowledge
Correspondence
Records
Finance
Records
Student
Records
Staff
Records
Workflow
Management
Invoice
Workflow
Management
Enrolment
Process
Management
Learning
Management
Academic
Records
Management

15. Document Management Systems
Where to start? Where would you
think you should start from?
How far back would you go?
Historical data?
Ignore historical data? Start with
the current position?
Simple solution ?
Just draw a line in the sand right
now !
Choose the data type you want to
manage first.
Begin the process.

16. Document Management Systems
Once decided…how do you start
the process?
What documents to start with?
Do you copy everything from the
files?
How many people do you involve to
begin with?
Where would you like to save &
store ?
How would you like to retrieve it?
What details are simple yet logical?
Think about the retrieval process?
We used : First Name
Surname
Month/year
Subject
Your thoughts ?

17. Document Management Systems
• When you have found the file how much of it is important?
Once retrieval routine is determined start to put them into a saving process.
You would need an OCR process, so evaluate your hardware capabilities.
Arrange for a file to be established to which you will scan your work “Saving
Sequence”.
• Determine a process sequence that is common now and into the future e.g.
Document title: “Smith Bill”.
Description: “Reply to complaint July 2011”.
Keyword: “Customer complaints”.
Establish a process with a cover page with
these details & follow a simple first page scan process.
Once saved, you will notice that you could file search
based on the credentials defined.

18. LEGAL ASPECTS
Normal Documents
– Time will be determined by the type of record that is being stored. If
it is a signed contract then there are some stipulations. Invoices can
be stored electronically (refer ATO)
Human Resource Documents
– Payroll items should be maintained in line with ATO guidelines. Staff
records will be dependant upon your policies.
Student Records
– Most important documents are maintained until child is twenty three
or twenty five depending on your interpretation. Enrolment contract
can be stored electronically provided certain criteria is followed.
Governance Documents
– Most Board records are maintained long term and often become
archive records.
Archive Documents
– will be determined by your policies.

19. DEFINITION
ENTERPRISE CONTENT MANAGEMENT (ECM)
• Is the strategies, methods and tools used to capture, manage,
store, preserve and deliver content and documents related to
organisational processes. ECM covers the Management of
Information within the entire scope of an enterprise whether that
information is in the form of paper document, electronic file,
database, print stream or even an email.

20. Enterprise Content Management
So you have started to store your data in digital form.
You are now ready for the next stage !
Any ideas?…..what should be your next logical step?
What about using stored data for reference purpose? What about not using paper?
What about reducing possible error prone manual processes?
What about gaining information from people/customers without a hardcopy form. Yes, a
virtual form!
Why would you do it?
How about reducing paper, speeding up the key processes, reducing manual work, bringing
in efficiencies in a staff member’s role, saving money?
Any ideas of how this could relate to Academic Staff?

21. Governance Strategy
Governance is the set of policies, guidelines, procedures,
rules and compliance metrics that help maintain a sound
Content Management System (CMS or ECM)
(Seth Early Jan 2011 Bulletin)
Digital Governance addresses:
Day to day processes for creating, tagging, maintaining
and cleaning up content
System updates and development of new capabilities.
DEFINITION

22. Digital Governance Strategy
Five Models of Digital Governance
1. Decentralised – No Single Owner, Driven by Policies and Guidelines
2. Centralised – Single Owner or department, bureaucratic and highly controlled
3. Collaborative – Owned by an Executive Champion, regulated by a Board of members –
Decentralized content with ownership on a centralised platform
4. Hierarchical – Key decisions/approvals come from the top: Middle Management owns
the content, production and deployment
5. Flat – Content decisions are made at the individual stakeholder level, enabling quick
responses to new/changing content needs
(Information Governance is Good Business, Mark Barrenechea, OpenText 2015)

23. Digital Governance Strategy
Layers of Governance
1. Strategic – Is responsible for the overall ownership and
strategic content processes in the organisation. It includes:
1. Content Management System Sponsor
2. Promotion of the content management across the organisation
2. Tactical – Includes the Steering Committee and includes
those that would use the information day to day. It Includes:
1. Potential members of the working groups and tasks
2. The Taxonomy Manager
3. Advisory – Involves roles not directly involved in content
management and curating but may be consulted. It includes:
1. Trainer, User Experience Designer, Third Party suppliers

24. Digital Governance Strategy
PROCESS - PEOPLE - POLICIES
• Form a Committee
• Determine what your end result is to be
• Is information for knowledge sharing?
• Is it to be stored away and forgotten?
• Who is going to pilot the change?
• Someone needs to monitor this process – Select a
Champion

25. Digital Governance Strategy
• POLICIES
• Information and records management policy – template
• http://www.naa.gov.au/records-management/strategic-information/information-governance/key-
documents/policy.aspx
Conclusion
• There is value in understanding the data you have. In education our
normal thought is to store the data, but as we move more towards
the Digital Business of Education there is more meaningful
information that we can use.
• GOOD LUCK!!

26. SOME LINKS
• The Data Governance Institute – Gwen Thomas
https://docs.google.com/open?id=1bQc8eU5ymnSO7Scv8hz0k51QLFdadWCBd
oU2QbXIWfU2xZHvCWcJaTkkdew6
• Consolidated Bulletin on Data Management – M Burgess
https://docs.google.com/document/d/1_DQAHGel3VBxKqfM7n59jCeTZF4yF0A-
la9eyn2hRw0/edit
• Developing a Content Maintenance and Governance Strategy - Seth Earley
• https://docs.google.com/open?id=0B7H3ztrzn0HJWkNoSVVKYTZfYTA
• http://www.mlburgessconsulting.com.au
• @BurgessMlbcons