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The cost of poor quality recordkeeping implementations

to business ^. The cost of poor quality recordkeeping implementations. Conni Christensen Founding Partner, Synercon Management Consulting. Headline events. Audit Commission warns on poor records. Management of state's mineral titles system found wanting.

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The cost of poor quality recordkeeping implementations

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  1. to business ^ The cost of poor quality recordkeeping implementations Conni Christensen Founding Partner, Synercon Management Consulting

  2. Headline events Audit Commission warns on poor records Management of state's mineral titles system found wanting Minister raps Ergon Energy over 'extremely poor' records

  3. Auditors recognise poor quality recordkeeping through performance audits when organisations are unable to realise their core business objectives

  4. Recurrent findings from the auditors • Key documents could not be found • Business processes were delayed or protracted • Decisions were poorly informed • Decision making was delayed • Additional costs were incurred

  5. The stakes are raised Poor record keeping helped perpetuate life-threatening neglect of children Red Flags raised before kids died Poor records let paedophile teach

  6. Records are business tools • Inform decision making • Support research and analysis • Assemble facts and figures • Initiate and support business processes • Communicate information • Who ,how, what, why, when • Form new documents

  7. Where do I start? What terms should I search on? What’s missing? Do I have enough information to make the right decisions? Can I get rid of this?

  8. Quality Issue 1: Findability

  9. fire ant, fire ants, fireant, fireants, fire-ant, fire-ants,Solenopsisinvicta,fierce ant, ginger ant, tropical fire ant, red ant red import fire ant, rifa, r.i.f.a.

  10. Old DPI File Titling Farm chemical management - registration management - Permits - Red Imported Fire Ant Application Emergency management - disaster recovery & response - fire ants Plant pests and diseases management – implementation fire ant - national monitoring and surveillance Plant pests and diseases management - pest management - solenopsisinvicta

  11. The relationship between classifier and searcher Murray Darling Basin Commission MDBC

  12. Why do we Classify? • Finding (navigating & searching) • Arranging / organizing • Aggregating • Filtering & segregating • Managing the lifecycle (disposition) • Managing access & security • Managing provenance • Reporting

  13. Why Not Use Free Text? • Misspelling • Acronyms • Abbreviations • Format • Homonyms • Synonyms • English?

  14. Mapping metadata to needs:

  15. TRIM Title (Free Text Part) field

  16. Quality Issue 2. Connectivity

  17. Your classification plan/thesaurus /metadata comprises model Functions Classes Subjects Locations Activities Case Projects Products Tasks People Services Dates Document types

  18. Which have the following relationships: Functions Classes Subjects Locations Activities Projects Products Tasks People Services Dates Document types

  19. Retention linked to TRIM Classification Plan

  20. Quality Issue 3: Intuition (lack of)

  21. Bridging the gap between the classifier and the searcher Soil management Natural resource management

  22. Thesaurus Functionality

  23. TRIM Searching

  24. Quality Issue 4. Interoperability

  25. Bridging the gap between systems metadata standards, controlled terms

  26. Good quality systems need good quality architecture

  27. “Architecture is a necessary foundation , whether we like it or not. It is not optional, but a necessity. The more seriously information is seen as a resource, the more you need to make the architectural foundation explicit. It is especially useful for understanding the more complex information structures found in managing large organizations, running business operations, or developing technology support.” Information First: Integrating Knowledge and Information Architecture for Business Advantage :Roger Evernden

  28. Good architecture requires good foundations

  29. How does a.k.a.® supports good quality RK? • Central repository for controlled language stds • Makes connections between terms/metadata elements • Outputs in multiple formats to multiple systems • Delivers thesaurus functionality online

  30. Thank you conni@synercon.com.au aka@synercon.com.au

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