Filing System Design Case Study -EDRMS Case Study

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Filing Systems - Design Case Study

Client A is a small business that needed help finding their organisational information.

They had grown steadily over ten years to a permanent staff of four, but their internal systems had not caught up. The records system consisted of an idiosyncratic alphabetical system based on the thoughts and feelings of the owner operator (we will call him Alan).

We knew straight away that such a system only makes sense to the person who created it. The frustration level for the staff was high; they needed to be mind readers in order to find any records created before they began with the company. Each staff member decided to create their own filing system (otherwise known as a feral filing system). Alan was quick to react! He called us in to get them sorted.

What they needed was a Function Based Records Classification Structure. This is defined as a records management system based around the core functions of the organisation rather than the structure of the organisation. Alan understood that if the system is based on the structure, it has to change every time the structure changes. By basing the system around the core functions, the system can expand or shrink as the functions develop. New functions can be added without affecting the whole system.

We developed Alan a function based structure by getting to know his company and what it does! We read background information about the company which included planning documents (the strategic plan business plans, marketing and communications plan, and budgets) annual reports brochures, their web site and job descriptions. We sat with each staff member and talked to them about what they do and how they do it.

Once we had a clear understanding, the structure came quickly. Records and Information management policies and procedures helped set everything in place and one-on-one training with the staff formalised the crossover to new behaviours and the beginning of a fantastic new system.

This company is still using the systems and structures designed for them 7 years ago. They are now using an electronic document and records management system (EDRMS). The structure slotted into the new electronic system perfectly. They haven’t had to change a thing.