From data storage to digital intelligence
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The document discusses the importance of digital document storage and management systems (DMS) in enhancing organizational efficiency, security, and disaster recovery. It highlights the costs associated with physical document storage and retrieval, while promoting digital solutions that facilitate easier collaboration and access. Furthermore, it outlines the strategies for implementing an enterprise content management (ECM) system and establishes a digital governance strategy to ensure effective management and compliance.
From data storage to digital intelligence
- 1. FROM DIGITAL STORAGE TO DATA INTELLIGENCE EDUTECH 2015
- 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
- 5. 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
- 6. 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
- 7. 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
- 8. 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.))
- 9. 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
- 10. Protect with Digital Document Storage DISASTER • Protect your orgnisation from disaster. Why run the risk of losing your documents when you can implement a plan that eliminates that worry? RECOVERY • Have a recovery Plan. 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. By organizing a document management system, you can make sure only the people needed to see and use important documents can do so.
- 11. 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
- 12. 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
- 13. Document Management Systems Where would you think you should start from? How far back would you go? 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.
- 14. Document Management Systems Once decided…how do you start the process? What documents to start with? Do you copy everything from the files? When you have found the file how much of it is important? How many people do you involve to begin with? How would you like to retrieve it? Think about the retrieval process? We used : First Name Surname Month/year Subject
- 15. Document Management Systems 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 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.
- 16. 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.
- 17. 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.
- 18. 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? “Big Data”
- 19. Enterprise Content Management: ‘My Thoughts’ Semi – Automation Old Process Step 1 Prospective parent completes application for admission on College Web site Hard copy completed through online download or over the counter No handling by any person : No cost Form is handled and given to Registrar : Say $15 Step 2 Form is received online and reviewed online by registrar Form is received and data is entered into the system. No paper handled but time is provided for review: Say $15 to $30 Paper is on the desk and used for data information: Say $30-$50 Step 3 Form detail is confirmed and data is accepted. This files a form into the data management system, sends an email to the prospective parent with letter attached. Paper is filed away after letter has been prepared and signed. Letter is put in an envelope and given to receptionist who then gets it ready for a mail out. No paper handled: No cost Paper is handled many times: Say $120 - $150 This process has already been achieved by the college
- 20. Semi – Automation Old Process Let us go a bit further! Arrange interviews for enrolment. Arrange interviews for enrolment. Programme automatically produces a list of those parents to be written to for enrolment interviews: Cost : $30 Prepare list of those parents that need to be contacted. Cost : $50 -$100 List is perused and persons selected List is perused and persons selected Email letters are sent to parents or if you want letters will automatically print ready for signing; any forms to be returned are Bar Coded : Say $30 Prepare letters and have them signed: Say $50 Post out and wait for responses: Say $50 File any documents that are returned: Say $50 As letters are returned they are scanned and filed automatically in the data management system. Diary dates are set for interviews: Say $30 Diary dates are set for interviews: Say $30 Enterprise Content Management: ‘My Thoughts’
- 21. Enterprise Content Management Further/Future Opportunities • Invoices • Tests and Exams Results • Attendance Records • Emails • Future Enrolment Data • Marketing Data
- 22. 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
- 23. 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)
- 24. 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
- 25. 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
- 26. 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!!
- 27. 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
Editor's Notes
- #3: We have 2 hours to cover the journey of document management
- #4: These are your future employees
- #7: In fact any format can be stored
- #8: So Why do we store our documents and files?
- #9: As a Business Manager I tend to be more focussed on the Money. Think about your recent experiences. How much time have you spent looking for items or had your staff looking for filed items?
- #10: Digital Document Storage can improve efficiency within the workplace.
- #16: Possible demonstration of Docushare
- #19: Possible demonstration of web form
- #23: There is value in understanding data and turning content into meaningful enterprise information that can be used to optimize the business. When information is brought together in standard processes, analysed, categorised and understood, that information can drive significant insight and competitive advantage.
- #24: I consider that initially there is a tendency to mix and match and then as it settles down one or two of these models tends to firm up. I tend to have a flat model.
- #25: Taxonomy is the science of classification according to a pre-determined system, whose resulting catalogue is used to provide a conceptual framework for discussion or analysis. The IT Department would straddle the Tactical and Advisory Layers.
- #26: There are questions that you need to ask Why is Information needed? Who can use the information? When can information be used? Where can the use the information? What can they do with the information? What is the life of the information? Does the information need to be shared?
- #27: Policies are more specific so the best way to start is to click on link for a policy template.
- #28: Data Governance Institute link will give you further understandings of Governance and has some templates that you may find useful.