The cost of poor quality recordkeeping implementations

© Synercon Management Consulting© Synercon Management Consulting

to business

^The cost of poor quality recordkeeping implementations

Conni ChristensenFounding Partner,

Synercon Management Consulting


Headline events

Audit Commission warns on poor records

Minister raps Ergon Energy over 'extremely poor' records

Management of state's mineral titles system found wanting


Auditors recognise poor quality

recordkeeping through

performance audits when organisations

are unable to realise their core

business objectives


Recurrent findings from the auditors• Key documents could not be

found • Business processes were delayed

or protracted• Decisions were poorly informed• Decision making was delayed• Additional costs were incurred


The stakes are raised

Poor record keeping helped perpetuate life-threatening neglect of children

Red Flags raised before kids died

Poor records let paedophile teach


Records are business tools

• Inform decision making• Support research and

analysis – Assemble facts and figures

• Initiate and support business processes

• Communicate information– Who ,how, what, why, when

• Form new documents


Where do I start? What terms should I search

on? What’s missing?

Do I have enough

information to make the right decisions?

Can I get rid of this?


Quality Issue 1:

Findability


fire ant, fire ants, fireant, fireants, fire-ant, fire-ants,

Solenopsis invicta, fierce ant, ginger ant, tropical fire ant, red ant

red import fire ant, rifa, r.i.f.a.


Old DPI File Titling

1. Farm chemical management - registration management - Permits - Red

Imported Fire Ant Application

2. Emergency management - disaster recovery & response

- fire ants

3. Plant pests and diseases management – implementation fire ant -

national monitoring and surveillance

4. Plant pests and diseases management - pest management - solenopsis

invicta


The relationship between classifier and searcher

MDBC

Murray Darling Basin

Commission


Why do we Classify?

• Finding (navigating & searching)

• Arranging / organizing• Aggregating • Filtering & segregating• Managing the lifecycle

(disposition)• Managing access & security• Managing provenance• Reporting


Why Not Use Free Text?

• Misspelling

• Acronyms

• Abbreviations

• Format

• Homonyms

• Synonyms

• English?


Mapping metadata to needs:

Function Activity Subject Case Doc Type OrgStructure

Other

Aggregation

i.e.,

Geographic

Discovery

Filtering

i.e.

Geographic

Reporting

i.e.

Discipline

Access & Security

i.e. Security

Classes

Disposition


TRIM Title (Free Text Part) field


Quality Issue 2.

Connectivity


Your classification plan/thesaurus /metadata comprises model

Functions

Activities

Subjects

Classes

Document types

People

Dates

Products

Services

Tasks

Locations

ProjectsCase


Which have the following relationships:

Functions

Activities

Subjects

Classes

Document types

People

Dates

Products

Services

Tasks

Locations

Projects


Retention linked to TRIM Classification Plan


Quality Issue 3:

Intuition (lack of)


Bridging the gap between the classifier and the searcher

Soil managementNatural resource

management


Thesaurus Functionality


TRIM Searching


Quality Issue 4.

Interoperability


Bridging the gap between systems

eCM

Case management

Workflow

ERPmetadata standards,controlled

terms


Good quality systems need good quality architecture


“Architecture is a necessary foundation , whether we like it or not. It is not optional,

but a necessity. The more seriously information is seen as a resource, the more

you need to make the architectural foundation explicit. It is especially useful

for understanding the more complex information structures found in managing

large organizations, running business operations, or developing technology

support.”Information First: Integrating Knowledge and Information Architecture for Business Advantage :Roger Evernden


Good architecture requires good foundations


How does a.k.a.® supports good quality RK?

• Central repository for controlled language stds

• Makes connections between terms/metadata elements

• Outputs in multiple formats to multiple systems

• Delivers thesaurus functionality online


Thank you

[email protected]@synercon.com.au

The cost of poor quality recordkeeping implementations

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