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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
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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
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Communicate with senior management
Develop your lift speech Write a business plan Recruit an information strategy group Use advocates and testimonials
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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.
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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
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ABCD Report
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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
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Performance Indicators
Input measures Throughput measures Output measures Efficiency indicators Operational performance indicators Outcome measures
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Cost Benefit Analysis Return on investment Present value analysis
Payback period
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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
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Balanced Scorecard Customer perspective (users)
Internal perspective (managers) Innovation and learning perspective Financial perspective Record resources perspective
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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
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Stakeholder mapping Identify key stakeholders Plot their impact
Do stakeholder analysis Manage your stakeholders Keep your lists up to date Use to target messages
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Customer Consultation
Surveys Usage trends Focus groups Committees
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