BY MILES DOTSON
Although records management seems relatively straightforward, several issues can easily occur. As a result of mergers, acquisitions, and other changes, databases are often decentralized and lack proper visibility, causing multiple versions of the truth.
If your company is experiencing a transition of technology to newer systems, or program efforts that rely heavily on quality records, gaps in data can cause a great level of effort to understand and correct.
Data is essential to your operations but too often resides in many silos. A goal many operators should have is to centralize data storage and reference with added information, but this can be accomplished in several ways, some more effective than others.
Here we will address and provide solutions to the following issues seen in records management when it comes to performance for MAOP:
• Reducing the silos and centralize asset information for performance value and MAOP
• Reducing the redundancy in your records management and research process.
• Converting your static data and paper to actionable insight.
• Leveraging technology to integrate Records TVC with your GIS System
WHAT AM I DOING WRONG?
In order to solve recurring issues within records management, you need to first address the areas of concern. During transition processes, the focus is often placed on records in a way that the most valuable benefits are missed. When going through this process, one should ask themselves: How detailed is my record information and does everyone who needs to reference these records have access to these benefits?
Many companies utilize experienced technical personnel who perform masterful work in excel, but this work is not always very visible or accessible to other team members while they are present or long after they are gone. Your company may have libraries and paper records storage, but do they have an electronic copy that references high level document index information? Can it point back to the physical places of storage?
WHAT CAN I DO TO FIX IT?
Now let’s look into how to prevent this from occurring and solving these issues once they have been addressed. This ties directly into data management planning. Discuss solutions with your team. Identify common practices and identify areas for improvement. Using a digital management system that gives everyone access will produce greater benefits long term. In other words, access leads to business benefits.
This starts with the sources of concentrated information required for your work function. It is important to identify what the relationships are between this data and its use by other business groups.
Centralizing asset information for performance value and MAOP:
• Identification of Data Sources
• Establish Technical Documentation that gives business support for the data content within each source. For example:
• Who is the Business Owner or Line of Business?
• What format is the data in?
• What is the quality of the data?
• Is it a system of reference or is historical?
• Establish a relationship table for how this source relates with others e.g. â€œis this a maintenance database used by other lines of business or programs?â€
When new projects or efforts are proposed there must be enterprise visibility on the dataset and a pre-established process to ensure the data will be mapped and integrated into the system of record, a central managed environment for Documents, Data, GIS and more. This will decrease the occurrence of rogue datasets.
Identifying a system of record will establish the most trusted data source for managed company-wide access. G2-IS understands that some datasets are static and may, at some point, only be a system of reference, but in the interest of the business this data should be identified and archived into this same data store. Systems of reference are still vital since they store detailed data and information for lines of business, but they do not always require global access. Visibility is critical.
THE BOTTOM LINE?
How can your company ensure that work executed and all these formats can be retained for long term value? Creating a centralized database that is accessible companywide eliminates difficulties in the work process and increases efficiency. Contact G2 Integrated Solutions today to see how our advanced Data Management Tools can optimize your processes.