IIM WA Branch Event - 21 September 2007 Classification in an ECM World ….

IIM WA Branch Event - 21 September 2007IIM WA Branch Event - 21 September 2007

Classification in Classification in an ECM World ….an ECM World ….


QuoteQuote

Source: Krames, JA 2003, What the best CEOs know: 7 exceptional leaders and their lessons

for transforming and business, McGraw-Hill, New York.

“Organizational success is underpinned by digitizing the company’s most vital information and enabling customers and employees access to this information”. (Bill Gates)


IntroductionIntroduction

• ECM Implementation Approach ECM Implementation Approach

– Recordkeeping SystemRecordkeeping System

– Business Information SystemBusiness Information System

• Responsibility for classification Responsibility for classification determined by approachdetermined by approach


PurposePurpose

The presentation will discuss:The presentation will discuss:

• Key differences between electronic and Key differences between electronic and paper-based information paper-based information

• Records Classification toolsRecords Classification tools

• Folder classification in an ECM world Folder classification in an ECM world


Paper versus ElectronicPaper versus Electronic

PaperPaper ElectronicElectronic

Tangible – it can be held Tangible – it can be held and written on and written on

Intangible – a series of Intangible – a series of “0”s and “1”s “0”s and “1”s

Accessible by one personAccessible by one person Accessible by more than Accessible by more than one person concurrentlyone person concurrently

Files only hold small Files only hold small number of documents number of documents

Electronic files can store Electronic files can store any number of any number of documentsdocuments


Paper versus ElectronicPaper versus Electronic

PaperPaper ElectronicElectronic

Retrieval – through Retrieval – through browsing pages in one to browsing pages in one to many files many files

Retrieval – through Retrieval – through search or browse search or browse

Retention applied to Retention applied to whole filewhole file

Retention Retention couldcould be be applied at document applied at document levellevel

All information retained All information retained irrespective of value to irrespective of value to the organisation the organisation

Potential to retain key Potential to retain key documentsdocuments


Key Differences with Key Differences with Electronic InformationElectronic Information

• Capability for simultaneous Capability for simultaneous review by multiple staff review by multiple staff

• Faster retrievalFaster retrieval

• Greater securityGreater security


Records Management Records Management Classification SystemClassification System

• Keyword AAAKeyword AAA

• Keyword for Keyword for CouncilCouncil



• Facilitates searchFacilitates search

• Delivers consistent and logical structure for corporate Delivers consistent and logical structure for corporate informationinformation

• Enables a consistent language to be Enables a consistent language to be imposedimposed on the on the organisation organisation

• Aligns with retention and disposal schedules Aligns with retention and disposal schedules

Reasons given for using Keyword as folder Reasons given for using Keyword as folder classification within an ECM:classification within an ECM:



• Search within ECM is facilitated by all forms of Search within ECM is facilitated by all forms of metadatametadata

• Common user search is based on titleCommon user search is based on title

• Business users rarely search based on RM Business users rarely search based on RM classification termsclassification terms

ECM Search



• Organisational folder structures are a form of Organisational folder structures are a form of “classification system”“classification system”

• RM classification model does not naturally occur RM classification model does not naturally occur in organisational folder structuresin organisational folder structures

• Differences between RM classification terms and Differences between RM classification terms and folder structure titlesfolder structure titles

Logical Structure



Alignment with Retention & Disposal

Function: Community Services

Activity: Planning

Subject: Community Development

Local government retention schedule revealed that there was no retention period for “Planning” documents related to “Community Development


Model for Classification in Model for Classification in an ECMan ECM

• Users have been successfully “classifying” Users have been successfully “classifying” electronic information for years (putting electronic information for years (putting information into relevant folders)information into relevant folders)

• Success of ECM underpinned by the need for users Success of ECM underpinned by the need for users to continue successfully “classifying” electronic to continue successfully “classifying” electronic information (putting information in the relevant information (putting information in the relevant ECM container)ECM container)


QuoteQuote

Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey,

UK.

“A classification scheme [such as A classification scheme [such as Keyword AAA] should not necessarily be Keyword AAA] should not necessarily be used as a folder titling toolused as a folder titling tool”. (The National Archives, UK)


• organization-basedorganization-based

• project-basedproject-based

• subject-basedsubject-based

• process-basedprocess-based

• customer-basedcustomer-based

• hybrid - mix of methodshybrid - mix of methods

Models for ECM Folder Models for ECM Folder ClassificationClassification

Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey, UK.


Financial Management

Debtors

Debt Recovery

Financial Management, Creditors, Expenditure Cheque Refund Request F/Y 06/07

Financial Management – Debtors – Debt Recovery - COM Invoices F/Y 06/07

Expenditure

Financial Management, Creditors, Expenditure Supplier Invoices F/Y 06/07

Creditors

Records Classification Records Classification Folder ModelFolder Model


Business Resources

Finance

Accounts Receivable

Cheque Refund Request

F/Y 06/07

Invoices

F/Y 06/07

Records Classification: Financial Management, Debtors, Debt Recovery

Accounts Payable

Records Classification: Financial Management, Debtors, Debt Recovery

Supplier Invoices F/Y 06/07

Records Classification: Financial Management, Creditors, Expenditure

Hybrid Classification Hybrid Classification Folder ModelFolder Model

Metadata


Recreation & Culture Service

Event Management

Crab Fest 2008

Recreation & Culture Service – Event Management – Peel Region Senior’s Expo 2007 - Market Stalls/ Displays & Amusement/Community

Recreation & Culture Service – Event Management – Crab Fest 2008 – Market Stalls/ Displays & Amusement/Community

Peel Region Senior’s Expo 2007

Recreation & Culture Service – Event Management – Peel Region Senior’s Expo 2007 – Funding/Procurement

Records Classification Records Classification Folder ModelFolder Model


Events

Crab Fest

Senior’s Expo 2007

Records Classification: Recreation & Culture Service – Event Management

Records Classification: Recreation & Culture Service – Event Management

Community Services

Senior’s Expo

Crab Fest 2007

Crab Fest 2008

Senior’s Expo 2008

Metadata

Hybrid Classification Hybrid Classification Folder ModelFolder Model


SummarySummary

Within an ECM, folder titling must Within an ECM, folder titling must be based on terms used by be based on terms used by business users in their day to work business users in their day to work and modelled on their preferred and modelled on their preferred business practices to ensure ECM business practices to ensure ECM to success …..to success …..


Questions Questions and and FeedbackFeedback


Amanda LeaAmanda LeaEDMS Project ManagerEDMS Project Managere-mail: e-mail: [email protected]@gmail.com

Contact Details:Contact Details:

IIM WA Branch Event - 21 September 2007 Classification in an ECM World ….

Documents

Transcript of IIM WA Branch Event - 21 September 2007 Classification in an ECM World ….