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to business
^The cost of poor quality recordkeeping implementations
Conni ChristensenFounding Partner,
Synercon Management Consulting
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Headline events
Audit Commission warns on poor records
Minister raps Ergon Energy over 'extremely poor' records
Management of state's mineral titles system found wanting
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Auditors recognise poor quality
recordkeeping through
performance audits when organisations
are unable to realise their core
business objectives
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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
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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
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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
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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?
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Quality Issue 1:
Findability
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fire ant, fire ants, fireant, fireants, fire-ant, fire-ants,
Solenopsis invicta, fierce ant, ginger ant, tropical fire ant, red ant
red import fire ant, rifa, r.i.f.a.
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Old DPI File Titling
1. Farm chemical management - registration management - Permits - Red
Imported Fire Ant Application
2. Emergency management - disaster recovery & response
- fire ants
3. Plant pests and diseases management – implementation fire ant -
national monitoring and surveillance
4. Plant pests and diseases management - pest management - solenopsis
invicta
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The relationship between classifier and searcher
MDBC
Murray Darling Basin
Commission
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Why do we Classify?
• Finding (navigating & searching)
• Arranging / organizing• Aggregating • Filtering & segregating• Managing the lifecycle
(disposition)• Managing access & security• Managing provenance• Reporting
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Why Not Use Free Text?
• Misspelling
• Acronyms
• Abbreviations
• Format
• Homonyms
• Synonyms
• English?
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Mapping metadata to needs:
Function Activity Subject Case Doc Type OrgStructure
Other
Aggregation
i.e.,
Geographic
Discovery
Filtering
i.e.
Geographic
Reporting
i.e.
Discipline
Access & Security
i.e. Security
Classes
Disposition
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TRIM Title (Free Text Part) field
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Quality Issue 2.
Connectivity
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Your classification plan/thesaurus /metadata comprises model
Functions
Activities
Subjects
Classes
Document types
People
Dates
Products
Services
Tasks
Locations
ProjectsCase
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Which have the following relationships:
Functions
Activities
Subjects
Classes
Document types
People
Dates
Products
Services
Tasks
Locations
Projects
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Retention linked to TRIM Classification Plan
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Quality Issue 3:
Intuition (lack of)
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Bridging the gap between the classifier and the searcher
Soil managementNatural resource
management
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Thesaurus Functionality
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TRIM Searching
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Quality Issue 4.
Interoperability
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Bridging the gap between systems
eCM
Case management
Workflow
ERPmetadata standards,controlled
terms
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Good quality systems need good quality architecture
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“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
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Good architecture requires good foundations
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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
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Thank you
[email protected]@synercon.com.au