Strategy ofDocument Management

in Schools

AGENDA

1 DIGITAL DOCUMENT STORAGE

2 DOCUMENT MANAGEMENT SYSTEMS (DMS)

3 ENTERPRISE CONTENT MANAGEMENT (ECM)

4 DIGITAL GOVERNANCE STRATEGY

5 QUESTIONS

6 SOME LINKS

LOOK FAMILIAR

Paradigm of Digital Business

Gartner 2015

Paradigm of the Digital Business of Education

Common Challenges

Space

Constraints

Life of Paper

Document Sharing

Single Repository

Staff Efficiency&

ProductivityBusy

Academic Staff

Document control

DocumentSecurity

Email

Management

BYODManagementExisting

Database/S

Documents Retrieval

DEFINITION

DIGITAL DOCUMENT STORAGEThe storing/archiving of documents, audio, images or video in digital format.

• The format can be varied and sometimes encrypted in HTML (Hypertext Markup Language) format

• It can be via software application, cloud, web based or email format

DIGITAL DOCUMENT STORAGE

WHY?Space

Length of time documents need to be stored always leads to a shortage of room for storage and archives

Time

It takes time to store/file items and takes even longer to find them!

Money

The cost of filing and searching for documents is significant

DIGITAL DOCUMENT STORAGE

Some Statistics

• $30 is the average cost to file one document.

• $120 to find a misfiled document.

• $220 to reproduce a lost document.

• 8% of all documents get lost while 3% of the remainder are misfiled.

• 90% of all papers handled are shuffled.

(Source by ImageNetplus (Coopers & Lybrand (Source: Imersion Technologies. Inc.))

A professional’s time is spent:• Looking for files 50%• Reading Files 15%• Other time 35%• “International Data Corporation has estimated

that the typical enterprise with 1,000 knowledge workers wastes $2.5 million to $3.5 million per year searching for non-existent information, failing to find existing information, or recreating information that can’t be found.”

DIGITAL DOCUMENT STORAGE

Why does Digital Document Storage improve the productivity of staff?

• Physical storage costs, retrieval and destruction costs can be drastically reduced and potentially eliminated.

• Collaboration is far easier when documents are stored electronically. Multiple people can view the same document, at the same time.

• Only the latest version of the document is presented, eliminating the possibility that several versions of the same paper document are disseminated throughout the organization.

• The document repository is backed up right along with the normal computer system backups in your organization.

• Most businesses do not have a backup for their paper-based documents, and would be out of business in the event of a natural or other disaster

DIGITAL DOCUMENT STORAGE

Protect with Digital Document Storage

DISASTER

• Protect your orgnisation from disaster. What is your paper disaster plan?  What if your sprinkler system malfunctions?  What if you have a fire or flood?  Why run the risk of losing your documents when you can implement a plan that eliminates that worry?

RECOVERY

• Have a recovery Plan. A well-oiled recovery plan can keep you from losing valuable time and critical documents.  By organizing a well thought-through backup plan, your business could be saved the time and cost of recovering the very documents that you need to maintain it.

SECURITY

• Keep your organisation secure. Are your paper documents secure?  By organizing a document management system, you can make sure only the people needed to see and use important documents can do so.  Proper security can protect your company from disgruntled employees or ex-employees. 

DOCUMENT MANAGEMENT SYSTEMS (DMS)

1. Is the use of a computer system and software to store, manage and track documents and electronic images of paper based information captured through the use of a document scanner.

2. Is the coordination and control of the flow (storage, retrieval, processing, printing, routing and distribution) of electronic and paper documents in a secure and efficient manner, to ensure that they are accessible to authorized personnel as and when required.

(businessdictionary.com)

DEFINITION

Relevance to Core Functions

Documents to

Knowledge

Correspondence Records

Finance Records

Student Records

StaffRecords

Workflow Management

InvoiceWorkflow

Management

Enrolment Process

Management

Learning Management

AcademicRecords

Management

Document Management Systems

Where to start? Where would you think you should start from?

How far back would you go? Historical data?

Ignore historical data? Start with the current position?

Simple solution ?Just draw a line in the sand right now !

Choose the data type you want to manage first.

Begin the process.

Document Management SystemsOnce decided…how do you start the process?

What documents to start with?

Do you copy everything from the files?

How many people do you involve to begin with?

Where would you like to save & store ?

How would you like to retrieve it?

What details are simple yet logical?

Think about the retrieval process?We used : First Name

Surname Month/year Subject

Your thoughts ?

Document Management Systems• When you have found the file how much of it is important?

Once retrieval routine is determined start to put them into a saving process.

You would need an OCR process, so evaluate your hardware capabilities.

Arrange for a file to be established to which you will scan your work “Saving Sequence”.

• Determine a process sequence that is common now and into the future e.g.

Document title: “Smith Bill”.Description: “Reply to complaint July 2011”.Keyword: “Customer complaints”.

Establish a process with a cover page with these details & follow a simple first page scan process.

Once saved, you will notice that you could file search based on the credentials defined.

LEGAL ASPECTSNormal Documents – Time will be determined by the type of record that is being stored. If it is a signed contract then there are some stipulations. Invoices can be stored electronically (refer ATO)

Human Resource Documents – Payroll items should be maintained in line with ATO guidelines. Staff records will be dependant upon your policies.

Student Records – Most important documents are maintained until child is twenty three or twenty five depending on your interpretation. Enrolment contract can be stored electronically provided certain criteria is followed.

Governance Documents – Most Board records are maintained long term and often become archive records.

Archive Documents – will be determined by your policies.

DEFINITION

ENTERPRISE CONTENT MANAGEMENT (ECM)

• Is the strategies, methods and tools used to capture, manage, store, preserve and deliver content and documents related to organisational processes. ECM covers the Management of Information within the entire scope of an enterprise whether that information is in the form of paper document, electronic file, database, print stream or even an email.

Enterprise Content Management

So you have started to store your data in digital form.

You are now ready for the next stage !

Any ideas?…..what should be your next logical step?

What about using stored data for reference purpose? What about not using paper?

What about reducing possible error prone manual processes?

What about gaining information from people/customers without a hardcopy form. Yes, a virtual form!

Why would you do it?

How about reducing paper, speeding up the key processes, reducing manual work, bringing in efficiencies in a staff member’s role, saving money?

Any ideas of how this could relate to Academic Staff?

Governance StrategyGovernance is the set of policies, guidelines, procedures, rules and compliance metrics that help maintain a sound Content Management System (CMS or ECM) (Seth Early Jan 2011 Bulletin)

Digital Governance addresses:Day to day processes for creating, tagging, maintaining and cleaning up contentSystem updates and development of new capabilities.

DEFINITION

Digital Governance Strategy

Five Models of Digital Governance

1. Decentralised – No Single Owner, Driven by Policies and Guidelines

2. Centralised – Single Owner or department, bureaucratic and highly controlled

3. Collaborative – Owned by an Executive Champion, regulated by a Board of members – Decentralized content with ownership on a centralised platform

4. Hierarchical – Key decisions/approvals come from the top: Middle Management owns the content, production and deployment

5. Flat – Content decisions are made at the individual stakeholder level, enabling quick responses to new/changing content needs

(Information Governance is Good Business, Mark Barrenechea, OpenText 2015)

Digital Governance StrategyLayers of Governance

1. Strategic – Is responsible for the overall ownership and strategic content processes in the organisation. It includes:

1. Content Management System Sponsor2. Promotion of the content management across the organisation

2. Tactical – Includes the Steering Committee and includes those that would use the information day to day. It Includes:

1. Potential members of the working groups and tasks2. The Taxonomy Manager

3. Advisory – Involves roles not directly involved in content management and curating but may be consulted. It includes:

1. Trainer, User Experience Designer, Third Party suppliers

Digital Governance Strategy

PROCESS - PEOPLE - POLICIES

• Form a Committee

• Determine what your end result is to be• Is information for knowledge sharing?• Is it to be stored away and forgotten?

• Who is going to pilot the change?• Someone needs to monitor this process – Select a

Champion

Digital Governance Strategy

• POLICIES• Information and records management policy – template

• http://www.naa.gov.au/records-management/strategic-information/information-governance/key-documents/policy.aspx

Conclusion• There is value in understanding the data you have. In education our normal

thought is to store the data, but as we move more towards the Digital Business of Education there is more meaningful information that we can use.

• GOOD LUCK!!

SOME LINKS• The Data Governance Institute – Gwen Thomas

https://docs.google.com/open?id=1bQc8eU5ymnSO7Scv8hz0k51QLFdadWCBdoU2QbXIWfU2xZHvCWcJaTkkdew6

• Consolidated Bulletin on Data Management – M Burgess

https://docs.google.com/document/d/1_DQAHGel3VBxKqfM7n59jCeTZF4yF0A-la9eyn2hRw0/edit

• Developing a Content Maintenance and Governance Strategy - Seth Earley

• https://docs.google.com/open?id=0B7H3ztrzn0HJWkNoSVVKYTZfYTA

• http://www.mlburgessconsulting.com.au

• @BurgessMlbcons