Building a Case for Digital Migration

1. Building a Case for Digital Migration Anna Stratton Director, Information Management Southwest Solutions Group Created in partnership with ARMA International

2. Learning Objectives Upon Completion of this web seminar, participants will be able to: • Identify and develop a value proposition for digital migration • Conduct an assessment to validate your objective • Assess potential obstacles • Present the plan to upper management

3. Value Proposition A value proposition is a business or marketing statement that summarizes why a customer should buy a product or use a service

4. Value Proposition • Who is your customer? • Specific department • Specific record series • Operations influence • Financial influence

5. Value Proposition Speculation Versus Trigger Events • Speculation • Cost driven • Personal preference • Perceived benefit Build on speculation initiatives to gain support for a full assessment

6. Value Proposition • Trigger Events • Relocation or existing space restrictions • New technology • Changes in regulatory or compliance requirements • Business process changes • Litigation/risk event

7. Value Proposition Example “Reduce the physical space requirements and associated costs utilized for the storage and maintenance of paper records” • Initial Value • Recaptured space • Cost reduction

8. Value Proposition - Related Data • Lean tool considerations • Wasted movement • Wasted human talent • Security • Disaster recovery • Increased productivity • Accessibility • Extended talent pool (mobility potential) • Revised workflow processes

9. Good Data = Good Decisions • Data may not always support your value proposition • Data can alter your value proposition • Data can reveal opportunities to address critical items

10. Conducting a Digital Migration Assessment Avoid two dimensional or one-to-one comparisons

11. Conducting a Digital Migration Assessment Establish a baseline/existing conditions

12. Conducting a Digital Migration Assessment Cost is always a factor

13. Conducting a Digital Migration Assessment Identify data units

14. Digital Migration Assessment Baseline Example • Space • Archive • Volume • Resources • Processes • Risk

15. Digital Migration Assessment SPACE – sample data units • Square feet • Lineal feet • Equipment units (cabinets, shelving, etc.) • Location • Condition

16. Digital Migration Assessment SPACE – sample data units Hard cost vs. soft cost Hard cost = actual fiscal expenditures • Cost per SF • Utilities • Security • Delivery • Equipment

17. Digital Migration Assessment SPACE – sample data units Soft cost = time, efficiencies, risk • Retrieval time • Interfiling • File maintenance

18. Digital Migration Assessment Potential Soft Cost Principles LeanSix™ principles Wasted movement Wasted human talent Generally Accepted Recordkeeping Principles® • Integrity • Availability • Protection

19. Digital Migration Assessment Assessment Review • Identify all data that is relevant to your value proposition • Collect data in units • Document soft cost data • Acquire historical data (1-3 years) • Identify potential obstacles

20. Potential Obstacles “Ask,” don’t “tell” • Ask anyone who may be affected what they think about your “potential” proposition • Reinforce that you are gathering data that can be objectively evaluated • Let them know their input is valuable • Identify areas you may not have considered for your data collection

21. Potential Obstacles • Resources • Resistance

22. Potential Obstacles • Resources • Initial project cost • Ongoing cost • Personnel requirements • Technology and infrastructure capabilities

23. Potential Obstacles • Resistance: socioemotional factors • A sense of loss “I’m comfortable with how things are done”

24. Potential Obstacles • Resistance: socioemotional factors • Fear “Will I be able to do my job in a new way?” “Do I have the skills required?”

25. Potential Obstacles • Resistance: socioemotional factors • Exclusion “Will my needs be considered in the solution decision?”

26. Core Information • Accurate baseline snapshot • What does it look like now? • What does it cost? • What is the workflow process? • What is the risk? • What is the forecast if nothing changes?

27. Core Information • Multiple solution options • Don’t leave out “unlikely” options • Always include the “do nothing” option

28. Core Information • Use your data • Graphs, numbers, dollars • Comparison statistics • Production statistics

29. Core Information • Wrap it up • Make a recommendation from the list of solution options • Validate your recommendation with data • Provide short & long term plans for execution

30. The Business Case • Document Sections • Objective • Executive summary • Existing conditions (baseline) • Uncovered deficiencies • Solution option recommendations • Conclusion

31. Conclusion • Develop a value statement • Have pre-assessment conversations • Gather as much unit data as possible • Use your data to develop multiple solution options • Write your presentation/document to show the full story of where you are today and where you could be in the future

32. Can you eat your cake and have it too?Digital migration does not have to mirror the cake conundrum. We can do something between all and nothing. The key is to start. Anna Stratton Director, Information Management Southwest Solutions Group

33. Questions? education@armaintl.org or astratton@southwestsolutions.com This web seminar coordinates with the following article in the September/October 2013 Information Management magazine: “[Link Title Here]”