1. Lean Information
Management Program
Willy Vallaey

2. Goal
• To create a efficient system to manage documents the complete
lifecycle from creation to make an organisation lean and to work
sustainable (durable).
• To be used in
• Complex administrations like governments (for example: cities, local
institutions…)
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3. Essential functions
• The system is more than a software tool. It’s also a method.
• The focus is on:
• The management and the use of master data
• To use them in templates and to create a basic set of templates for governments
• To be able to manage processes
• To be able to manage storage (for paper and digital)
• To be able to create authentic records
• The appraisal of documents
• It should be compatible with document management systems like Sharepoint and an
e-depot.
• To enhance and facilitate search
• To be user-friendly
• The system is based on a real work environment and almost 30 years experience as a
records manager
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4. Things have to be on the scale op people 4

5. Process
Management Collaboration Records
management
Sharing knowledge
Reuse of
information
Change
management
Software integration
Life cycle
Management
Enterprise
architecture
5The nine critical success factors:

6. Method
• The description of the context of the document types used in the
organisation (manage master data, metadata, processes: context)
• Based on this description develop a set of templates as a workset for the
employees.
• Enrich the templates with the context found.
• To extract as soon as possible the digital objects (based on these
templates) from the applications or software in which they are created.
• This extraction should be done on the moment they should be fixed. The
fixed digital objects are ingested in digital depot. In this transport the
necessary masterdata and metadata should be locked or linked with fixed
the digital objects.
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7. Databases with the
Crucial Master Data
of the organisation
Processes/ applications nr. 1 to
1000 and more… where templates
with basic master data
(T) are shared and processed and
are enriched with extra master data
to produce products/documents (D)
E-
Master Data Managers productworkers
Records managers
User interface: pull
nr.1
nr.2
E-depot
authenticity Check of information
Ingest of fixed information/documents
T
D
T
D

8. A document (a record) in its context
Processes: actions taken
Time: when
Organisation structure and culture
“Official” file structure (pad): (seen
from the organisation)
Internal structure of records:
templates
Management of the digital depot/
paper archives
Who: organisational structure
Who: employees, their functions and
rolls
Who: clients
Thesauri, keywords
Archival plan
Virtual file structure (seen form
the user/client)
Appraisal and selectionSustainable/durable
management of the
records
Management of access on
information
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9. Context discription: from a 2 dimensional to a
multidimensional space 9

10. Demo of the LIMP
• For a demonstration you can take contact with me:
willyvallaey@hotmail.com
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11. Thank you
Willy Vallaey, feel free to make remarks or give feedback:
willyvallaey@hotmail.com