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| Market Research
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Getting data in formation: Cliff Mills, NCC Research (July 2009)
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Managing and streamlining the flow of information, both within and between organisations, has been taxing people’s minds for
some time and a variety of technologies are being adopted to address this concern. There are two main issues: one is
processing information that may enter the company, either in electronic or paper format; the other is storing and structuring the
data for later retrieval and ultimately for archiving and deletion.
Poor management of information will damage an organisation’s efficiency and overall effectiveness, resulting in increased
costs, poor customer service and missed business opportunities. Conversely, good document management can open up the
value of information, making it readily available on-demand and thereby reducing costs, improving operational efficiency and
providing a competitive edge.
So are organisations biting the bullet and defining how they will manage information effectively? According to our latest survey,
over half the companies responding (54%) have an overall corporate information strategy and another 20% plan to create one.
However, this still leaves nearly a quarter (24%) who do not see the need for one.
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Smashing records: Justin Waters, Serco (October 2009)
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To maximise the ultimate success of an electronic document and records management (EDRM)
or electronic content management (ECM) system, here is my top 10 checklist of areas to
consider…
1. Fileplan – Where to store information.
Fileplans, if well-conceived and intuitive, are essential when storing information. In an ideal
world, the structure of a fileplan will reflect the functions of an organisation, and each folder or
class will have associated and inheritable metadata and access permissions.
I have come across very few methodologies to develop fileplans, although there are plenty of
common-sense rules (how broad and how deep, structuring breakdown by functions, activities
and transactions). The Records Management Society has developed the Local Government
Classification and Retention Scheme (LGCRS).
Navigating through the fileplan is not always as easy as you would like – a fileplan must support record disposition. Producing
an appropriate right fileplan from day one is essential, and it must be intuitive, easy to navigate, not too complex, maintainable
and future-proof.
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