Nadadata - handout version...documents (Saperion)(who really should know better) “It has been...

1

Copyright © Inforesight Limited 2011

1BRINGING FORESIGHT AND VISION

TO INFORMATION MANAGEMENT

Nadadata

Marc Fresko

Inforesight LimitedIRMS PSG, London, 13 Nov 2014


Nadadata?

2

2


Nadadata?

3

(1) Nothing Data

(2) Missing Data


etc. ad nauseam

IRM Glossaries – a small part of my collection

4

3


IRM Standards – a small part of my collection

5

etc. ad nauseam


IRM Meaningful Statistics – my collection

6

4


Data or Nadadata?

7

A […]study conducted by PricewaterhouseCoopers found that […] the

average organisation also:

• Makes 19 copies of each document it receives or produces;

• Loses 1 out of every 20 documents;

• Spends 25 hours recreating each and every lost document;

• Spends 400 hours per year searching for lost files; and

• Spends $120 in labour searching for each misfiled document

IDM: Image and Data Manager: September/October 2003 p53

$120 to find a misfiled document (Ashley Andres, quoting “source by ImageNetplus, 2012


Data or Nadadata?

8

“Large organizations lose a document every 12 seconds” (Cuadra Associates).

About 80% of office work consists of transporting, accessing and filing documents (Saperion)(who really should know better)

“It has been estimated that the average company with a 1,000 employees loses $11million each year as a result of inefficiencies in Information Management practices” (Gartner Group 1997)

“90% of critical business information exists only on paper” (doc-link.com, 2013)

5


Data or Nadadata?

9


◢ “Companies typically misfile almost 20% of their records” (Milwaukee Express, 2010)

◢ “At any given time, between 3 and 5 percent of an organization’s files are lost or misplaced” (Information Week)

◢ “Companies typically misfile 2% to 7% of their records” (survey conducted by New York City chapter, ARMA International)

◢ “7.5% of all documents get lost” (Ashley Andres again)

◢ “between one to five per cent of all records are misfiled” (ISO 15489: A Practical Guide, M. Bradley, 2005)

◢ “some 10% of all documents are either misfiled or completely lost” (Gartner, c.2009)

Data or Nadadata?

10

6


?

The Nadadata Agenda

11


Users

12

◢ How many records users?

◢ How many records creators?

� How can you measure these?

7


Records

13

◢ How many records?

◢ How many physical records files?

◢ How many documents and objects should be, but are

not, recognised as records?



Retention

14

◢ On average, how long are records retained?

� How can you measure this?

8


Access

15

◢ How often are records accessed?

◢ How long does it take to access a record?

◢ How long does it take to find a record?

◢ How many records are never accessed?

◢ How many records are printed or photocopied?



Classification

16

◢ What proportion of records are

incorrectly classified?

◢ How many low-level folders

(aggregations) are named inappropriately?


9


Metadata

17

◢ How complete is metadata?

◢ What proportion of metadata is incorrect?



Cost

18

◢ What is the value of a record?

◢ What is the (negative) value of the

risk associated with “losing” a record?


10


Measuring

19

�…when you can measure what you are speaking about,

and express it in numbers, you know something about it;

but when you cannot measure it, when you cannot

express it in numbers, your knowledge is of a

meagre and unsatisfactory kind…�

William Thomson, 1st Baron Kelvin


And…

20

◢ This is not a complete list

◢ Many other IRM measures are desirable/

11


1. Know what you can measure and what you cannot

2. Be proportionate – accept approximations (and document them)

3. Use surveys, use counts… be creative

4. Use sampling (a lot)

5. Measure before as well as after

6. Document how you measure, as well as what

7. Keep your measurement results

How to measure

21


A British repository of IM metrics?

22

?

?

?

1

Acknowledgements:

Portrait of William Thomson, 1st Baron Kelvin, adapted from

https://commons.wikimedia.org/wiki/File:William_Thomson_1st_Baron_Kelvin.jpg

Baked beans can image adapted from original by Loopzilla at https://commons.wikimedia.org/wiki/File:3Beanz.jpg

All other graphics created by the author.


◢ There are very few…

◢ For a swift round-up, see the 2009 JISC report “A

common framework for measuring the impact of

records management” available from

http://preview.tinyurl.com/MeasureImpact

Additional resources

23

About Inforesight

Inforesight is an independent consultancy established to provide top-quality consultancy advice and services in Information Management.

We are fully independent. We provide only consultancy advice and services. So, with no commercial interest in software delivery or system integration, we are totally impartial.

Inforesight brings together the best, most experienced, practitioners in Information Management.

We have a strong involvement in standards setting, which informs our consultancy, making sure we always provide advice that is up to date and aligned to international best practice.

[email protected] 8645 0080

For help getting rid of nadadata, or any other aspect of IM/RM please contact us:

Nadadata - handout version...documents (Saperion)(who really should know better) “It has been...

Documents

Transcript of Nadadata - handout version...documents (Saperion)(who really should know better) “It has been...