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Classification in an ECM World ….

Classification in an ECM World …. Quote. “Organizational success is underpinned by digitizing the company’s most vital information and enabling customers and employees access to this information ”. (Bill Gates).

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Classification in an ECM World ….

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  1. Classification in an ECM World ….

  2. Quote “Organizational success is underpinned bydigitizing the company’s most vital information and enabling customers and employees access to this information”. (Bill Gates) Source: Krames, JA 2003, What the best CEOs know: 7 exceptional leaders and their lessons for transforming and business, McGraw-Hill, New York.

  3. Introduction • ECM Implementation Approach • Recordkeeping System • Business Information System • Responsibility for classification determined by approach

  4. Purpose The presentation will discuss: • Key differences between electronic and paper-based information • Records Classification tools • Folder classification in an ECM world

  5. Paper versus Electronic

  6. Paper versus Electronic

  7. Key Differences with Electronic Information • Capability for simultaneous review by multiple staff • Faster retrieval • Greater security

  8. Records Management Classification System • Keyword AAA • Keyword for Council

  9. Records Management Classification System Reasons given for using Keyword as folder classification within an ECM: • Facilitates search • Delivers consistent and logical structure for corporate information • Enables a consistent language to be imposed on the organisation • Aligns with retention and disposal schedules

  10. Records Management Classification System ECM Search • Search within ECM is facilitated by all forms of metadata • Common user search is based on title • Business users rarely search based on RM classification terms

  11. Records Management Classification System Logical Structure • Organisational folder structures are a form of “classification system” • RM classification model does not naturally occur in organisational folder structures • Differences between RM classification terms and folder structure titles

  12. Records Management Classification System 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

  13. Model for Classification in an ECM • Users have been successfully “classifying” electronic information for years (putting information into relevant folders) • Success of ECM underpinned by the need for users to continue successfully “classifying” electronic information (putting information in the relevant ECM container)

  14. Quote “A classification scheme [such as Keyword AAA] should not necessarily be used as a folder titling tool”. (The National Archives, UK) Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey, UK.

  15. Models for ECM Folder Classification • organization-based • project-based • subject-based • process-based • customer-based • hybrid - mix of methods Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey, UK.

  16. Records Classification Folder Model Financial Management Debtors Debt Recovery Financial Management – Debtors – Debt Recovery - COM Invoices F/Y 06/07 Creditors Expenditure Financial Management, Creditors, Expenditure Cheque Refund Request F/Y 06/07 Financial Management, Creditors, Expenditure Supplier Invoices F/Y 06/07

  17. Hybrid Classification Folder Model Business Resources Finance Accounts Receivable Metadata Records Classification: Financial Management, Debtors, Debt Recovery Invoices F/Y 06/07 Accounts Payable Cheque Refund Request F/Y 06/07 Records Classification: Financial Management, Debtors, Debt Recovery Supplier Invoices F/Y 06/07 Records Classification: Financial Management, Creditors, Expenditure

  18. Records Classification Folder Model Recreation & Culture Service Event Management Crab Fest 2008 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 - Market Stalls/ Displays & Amusement/Community Recreation & Culture Service – Event Management – Peel Region Senior’s Expo 2007 – Funding/Procurement

  19. Hybrid Classification Folder Model CommunityServices Events Metadata Crab Fest Crab Fest 2007 Records Classification: Recreation & Culture Service – Event Management Crab Fest 2008 Senior’s Expo Senior’s Expo 2007 Records Classification: Recreation & Culture Service – Event Management Senior’s Expo 2008

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

  21. Questions and Feedback

  22. Amanda LeaEDMS Project Managere-mail: amanda.j.lea@gmail.com Contact Details:

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