1. IIM WA Branch Event - 21 September 2007 Classification in an ECM World ….

2. IIM WA Branch Event - 21 September 2007 Quote Source: Krames, JA 2003, What the best CEOs know: 7 exceptional leaders and their lessons for transforming and business, McGraw-Hill, New York. “Organizational success is underpinned by digitizing the company’s most vital information and enabling customers and employees access to this information”. (Bill Gates)

3. IIM WA Branch Event - 21 September 2007 Introduction ECM Implementation Approach ECM Implementation Approach –Recordkeeping System –Business Information System Responsibility for classification determined by approach Responsibility for classification determined by approach

4. IIM WA Branch Event - 21 September 2007 Purpose The presentation will discuss: Key differences between electronic and paper-based information Key differences between electronic and paper-based information Records Classification tools Records Classification tools Folder classification in an ECM world Folder classification in an ECM world

5. IIM WA Branch Event - 21 September 2007 Paper versus Electronic PaperElectronic Tangible – it can be held and written on Intangible – a series of “0”s and “1”s Accessible by one person Accessible by more than one person concurrently Files only hold small number of documents Electronic files can store any number of documents

6. IIM WA Branch Event - 21 September 2007 Paper versus Electronic PaperElectronic Retrieval – through browsing pages in one to many files Retrieval – through search or 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

7. IIM WA Branch Event - 21 September 2007 Key Differences with Electronic Information Capability for simultaneous review by multiple staff Capability for simultaneous review by multiple staff Faster retrieval Faster retrieval Greater security Greater security

8. IIM WA Branch Event - 21 September 2007 Records Management Classification System Keyword AAA Keyword AAA Keyword for Council Keyword for Council

9. IIM WA Branch Event - 21 September 2007 Records Management Classification System Facilitates search Facilitates search Delivers consistent and logical structure for corporate information Delivers consistent and logical structure for corporate information Enables a consistent language to be imposed on the organisation Enables a consistent language to be imposed on the organisation Aligns with retention and disposal schedules Aligns with retention and disposal schedules Reasons given for using Keyword as folder classification within an ECM:

10. IIM WA Branch Event - 21 September 2007 Records Management Classification System Search within ECM is facilitated by all forms of metadata Search within ECM is facilitated by all forms of metadata Common user search is based on title Common user search is based on title Business users rarely search based on RM classification terms Business users rarely search based on RM classification terms ECM Search

11. IIM WA Branch Event - 21 September 2007 Records Management Classification System Organisational folder structures are a form of “classification system” Organisational folder structures are a form of “classification system” RM classification model does not naturally occur in organisational folder structures RM classification model does not naturally occur in organisational folder structures Differences between RM classification terms and folder structure titles Differences between RM classification terms and folder structure titles Logical Structure

12. 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

13. 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) 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) Success of ECM underpinned by the need for users to continue successfully “classifying” electronic information (putting information in the relevant ECM container)

14. IIM WA Branch Event - 21 September 2007 Quote Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey, UK. A classification scheme [such as Keyword AAA] should not necessarily be used as a folder titling tool “A classification scheme [such as Keyword AAA] should not necessarily be used as a folder titling tool”. (The National Archives, UK)

15. IIM WA Branch Event - 21 September 2007 organization-based organization-based project-based project-based subject-based subject-based process-based process-based customer-based customer-based hybrid - mix of methods hybrid - mix of methods Models for ECM Folder Classification Source: Todd, M 2003, Business Classification Scheme Design, The National Archives, Surrey, UK.

16. IIM WA Branch Event - 21 September 2007 Financial Management Debtors Debt Recovery Financial Management, Creditors, Expenditure Cheque Refund Request F/Y 06/07 Financial Management – Debtors – Debt Recovery - COM Invoices F/Y 06/07 Expenditure Financial Management, Creditors, Expenditure Supplier Invoices F/Y 06/07 Creditors Records Classification Folder Model

17. IIM WA Branch Event - 21 September 2007 Business Resources Finance Accounts Receivable Cheque Refund Request F/Y 06/07 Invoices F/Y 06/07 Records Classification: Financial Management, Debtors, Debt Recovery Accounts Payable Records Classification: Financial Management, Debtors, Debt Recovery Supplier Invoices F/Y 06/07 Records Classification: Financial Management, Creditors, Expenditure Hybrid Classification Folder Model Metadata

18. IIM WA Branch Event - 21 September 2007 Recreation & Culture Service Event Management Crab Fest 2008 Recreation & Culture Service – Event Management – Peel Region Senior’s Expo 2007 - Market Stalls/ Displays & Amusement/Community 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 – Funding/Procurement Records Classification Folder Model

19. IIM WA Branch Event - 21 September 2007 Events Crab Fest Senior’s Expo 2007 Records Classification: Recreation & Culture Service – Event Management Community Services Senior’s Expo Crab Fest 2007 Crab Fest 2008 Senior’s Expo 2008 Metadata Hybrid Classification Folder Model

20. IIM WA Branch Event - 21 September 2007 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. IIM WA Branch Event - 21 September 2007 Questions and Feedback

22. IIM WA Branch Event - 21 September 2007 Amanda Lea EDMS Project Manager e-mail: amanda.j.lea@gmail.com Contact Details: