1. Demonstrating the Value of Your Records Management Service
Live Long and Prosper
Demonstrating the Value of Your Records Management Service
Susan Mansfield
Records Management Society
10 March 2005, IDOX plc, Glasgow

2. Value Toolkit Communicate with senior management Presentations Reports
Statistics
Performance indicators
Cost benefit analysis
Activity based costing
Balanced scorecard
Baselining and benchmarking
Stakeholder mapping
Customer consultation

3. Communicate with senior management
Develop your lift speech
Write a business plan
Recruit an information strategy group
Use advocates and testimonials

4. Presentations Trial in front of “friendlies” Anticipate questions
Have the right information available
Show your enthusiasm
Be clear, concise and avoid jargon
Show what success will look like
Intellectual Assets are our K-Packs - but we will be looking at the ways other business units capture and package knowledge. IA’s will be developed further once we learn more about the process.
Tacit & Communities – Tacit knowledge is Information in contained within peoples heads – the team will enable business units to capture this expertise and knowledge and have developed a number of tools and techniques to do this. One of these is the development of Communities of Practice (CoP’s).
Metadata & Information Architechture – Metadata is the information computer search engines need to locate, retrieve and deliver information to your desktop. It informs the search engine of:-
Title of the Document
Author
Subject Matter/Topic
Type of Document e.g. Board Paper, Approval Paper, Report etc.
The system will not be publish a document to the new Intranet unless certain levels of Metadata is applied.

5. Reports Document your activities and progress SMART objectives
Project planning with milestones
ABCD report
Informal reports in person
Know your audience
Proposal or project initiation document
Project reporting

6. ABCD Report

7. Statistics Count transactional information
Count enquiries and searches
Critically capture time spent
Record on Excel or Access
Generate analysis and reports over time
Publish results to support your points

8. Performance Indicators
Input measures
Throughput measures
Output measures
Efficiency indicators
Operational performance indicators
Outcome measures

9. Cost Benefit Analysis Return on investment Present value analysis
Payback period

10. Activity Based Costing
Define the major cost types
Define the processes and activities
Define the services or products
Allocate costs to activities
Assign activities to products

11. Balanced Scorecard Customer perspective (users)
Internal perspective (managers)
Innovation and learning perspective
Financial perspective
Record resources perspective

12. Benchmarking Baselining against which you measure Benchmarking
identify, understand and adapt outstanding practices and processes
identify industry trends
foster new ideas for development
formal exercise

13. Stakeholder mapping Identify key stakeholders Plot their impact
Do stakeholder analysis
Manage your stakeholders
Keep your lists up to date
Use to target messages

14. Customer Consultation
Surveys
Usage trends
Focus groups
Committees

15. If you would like a copy of this presentation please contact:
Thank you
If you would like a copy of this presentation please contact: