Effective management of records, knowledge and information has become a defining challenge for organisations today. Government agencies, companies and associations are all in transition to conducting business electronically; all are driven relentlessly to find efficiencies, cut costs, improve customer experience and reduce time to market.
The growing body of regulation makes compliance more complex and increases business risks. Awareness of compliance requirements through better recordkeeping can protect organisations from loss or reputational risk. Confronting exponential growth in information and data volumes, organisations find their information increasingly fragmented, in diverse, siloed tools and technologies: email, workflow, document management and line of business systems.
When one of our government clients had to move after years occupying the same city based location, they faced a logistical nightmare in how to deal with an accumulation of records they weren't sure they needed? Time was short, with only 5 months to plan and execute the relocation, including what records they needed to continue to operate as well as information for their designers and architects on the optimal storage needed in the new location.
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Do staff at all levels spend a significant amount of time looking for information? Can you find the latest version of a document? Have you had to approach a third party to get a copy of a contract because you could not find it in your system? Do staff use the organisations email system as a recordkeeping system thereby restricting access to business records to the owner of the inbox? Do you title network folders by staff names? Do some staff members carry around thumb drives as a backup measure?
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When the NSW Bar Association ran out of room for records storage, they called us for advice. What should they throw out and where should they start?
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When the NSW Bar Association ran out of room for records storage, they called us for advice. What should they throw out and where should they start?
Decades of records had accumulated in their compactus store. Some of it was labelled, but the backlog was poorly labelled and staff simply didn't have the time to evaluate and shift volumes of records. They needed a plan to determine what to do, in what order and how much it would cost.
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Information workers are reporting more stress and an inability to concentrate on complex tasks due to distractions of email and voicemail. Ever had the feeling that you never get anything finished before you have to move on to something else? You're suffering information overload. Studies show that workers need uninterrupted time to complete complex tasks. But email, social media such as blogs and Twitter delivers an incessant stream of information, much of it random and unprocessed or difficulty to classify.
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If paper was eliminated we could reduce the burden on the planet, improve the environment and make businesses more efficient.
A first wave of the paperless office efforts was disappointing. Paper is cheap, portable and people just like paper too much. Perhaps some of those early attempts were too ambitious.
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Administrative change in government happens frequently.
When one NSW government department was formed from 4 previously separate agencies, they needed a quick solution to manage their daily operations, as well as a longer term strategy for integrating disparate systems.
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Records Standards and Development Retention and Disposal Guidelines Policies and Procedures Email and network chaos Business Process and Taxonomy EDMS Systems Assessment and Selection Training Paperless Office Mergers, Acquisitions & Amalgamations Information overload Records and Information Strategies Metadata Management Archives Planning Training
