Classification in an
ECM World ….
IIM WA Branch Event - 21 September 2007
Quote
“Organizational success is underpinned by
digitizing 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.
IIM WA Branch Event - 21 September 2007
Introduction
•
ECM Implementation Approach
– Recordkeeping System
– Business Information System
•
Responsibility for classification
determined by approach
IIM WA Branch Event - 21 September 2007
Purpose
The presentation will discuss:
•
Key differences between electronic and
paper-based information
•
Records Classification tools
•
Folder classification in an ECM world
IIM WA Branch Event - 21 September 2007
Paper versus Electronic
Paper
Electronic
Tangible – it can be held and Intangible – a series of “0”s
written on
and “1”s
Accessible by one person
Accessible by more than one
person concurrently
Files only hold small number Electronic files can store any
of documents
number of documents
IIM WA Branch Event - 21 September 2007
Paper versus Electronic
Paper
Electronic
Retrieval – through browsing Retrieval – through search or
pages in one to many files
browse
Retention applied to whole
file
Retention could be applied
at document level
All information retained
irrespective of value to the
organisation
Potential to retain key
documents
IIM WA Branch Event - 21 September 2007
Key Differences with Electronic
Information
•
Capability for simultaneous review
by multiple staff
•
Faster retrieval
•
Greater security
IIM WA Branch Event - 21 September 2007
Records Management
Classification System
• Keyword AAA
• Keyword for Council
IIM WA Branch Event - 21 September 2007
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
IIM WA Branch Event - 21 September 2007
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
IIM WA Branch Event - 21 September 2007
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
IIM WA Branch Event - 21 September 2007
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
IIM WA Branch Event - 21 September 2007
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)
IIM WA Branch Event - 21 September 2007
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.
IIM WA Branch Event - 21 September 2007
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.
IIM WA Branch Event - 21 September 2007
Financial
Management
Debtors
Records Classification
Folder Model
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
IIM WA Branch Event - 21 September 2007
Business
Resources
Finance
Hybrid Classification
Folder Model
Accounts
Receivable
Metadata
Invoices
F/Y 06/07
Records Classification: Financial
Management, Debtors, Debt Recovery
Accounts
Payable
Cheque Refund
Request
F/Y 06/07
Supplier
Invoices F/Y
06/07
IIM WA Branch Event - 21 September 2007
Records Classification: Financial
Management, Debtors, Debt Recovery
Records Classification: Financial
Management, Creditors, Expenditure
Recreation &
Culture Service
Event
Management
Records Classification
Folder Model
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
IIM WA Branch Event - 21 September 2007
Community
Services
Events
Hybrid Classification
Folder Model
Crab Fest
Crab Fest
2007
Metadata
Records Classification: Recreation &
Culture Service – Event Management
Crab Fest
2008
Senior’s
Expo
Senior’s Expo
2007
Senior’s Expo
2008
IIM WA Branch Event - 21 September 2007
Records Classification: Recreation & Culture
Service – Event Management
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 …..
IIM WA Branch Event - 21 September 2007
Questions
and Feedback
IIM WA Branch Event - 21 September 2007
Contact Details:
Amanda Lea
EDMS Project Manager
e-mail: [email protected]
IIM WA Branch Event - 21 September 2007