UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
Information Quality and File System Management at the Department of Arkansas HeritageBY T.M. “SHELLEY” KEITH
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 2
Department of Arkansas Heritage
7 “arm” state organization, plus central director’s office◦ Each arm with its own mission, staff.◦ Some have their own regulatory requirements.
Identified issues with file system, email◦ Lack of naming conventions◦ Operational inefficiencies◦ Concerns about waste, archives, backups, resources
Digital photo storage◦ space, conventions, backups
Training
Step 1: Define Business Need and Approach
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 3
Approach Rationale Quantify issues
◦ Verify problems identified by leadership◦ What other problems exist that might be contributing to or more critical than what’s been
reported?
Prioritize ◦ Triage identified issues and begin understanding the source
Define improvement ◦ What is “better” for this organization?
Plan ◦ What will it take to start making progress toward “better?”
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Project Approach Establish A Data Quality Baseline
◦ Step 1: Define Business Need and Approach◦ Step 2: Analyze Information Environment◦ Step 3: Assess Data Quality◦ Step 4: Assess Business Impact◦ Step 5: Identify Root Causes◦ Step 6: Develop Improvement Plans◦ Step 10: Communicate Actions and Results
Goal◦ Uncover problems◦ Determine which ones are worth
addressing◦ Identify root causes for high priority issues◦ Develop realistic action plans
McGilvray pp 242-243
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Project Goals1. Assess the current ecosystem from an Information Quality perspective.
I. Primary DimensionsI. DuplicationII. Ease of Use & MaintainabilityIII. Data Specifications
2. Provide a set of formal recommendations for naming conventions.I. Folder names and file system organizationII. MetadataIII. File names
3. Provide a path to and structure for unified, consistent, file system governance.
Step 1: Define Business Need and Approach
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 6
Department of Arkansas Heritage
Director’s Office
MuseumsHistoric Arkansas Museum (HAM)
Delta Cultural Center (DCC)
Mosaic Templars Cultural Center (MTCC)
Old State House Museum (OSH)
Heritage Resource Agencies
Arkansas Arts Council (AAC)
Arkansas Natural Heritage Commission (ANHC)
Arkansas Historic Preservation Program (AHPP)
The Organization
Step 1: Define Business Need and Approach
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 7
DAH Network Access
Each agency has a dedicated network drive (T)
Each agency has access to a central shared drive (S)
Each user has their own personal network drive (U)
S:\
AAC
ANHC
Central
MTCC
AHPP
DCC
HAM
OSH
Step 2: Analyze the Information Environment
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 8
Project Plan & Tools Plan
◦ File System Review◦ Manual evaluation of the file names and folder structures across
the network.◦ Stakeholder Survey
◦ Understand perceptions across agencies and user types◦ Administrative, Professional, Leadership
◦ Identify issues throughout the organization◦ Uncover root causes
◦ File System Scan◦ Quantitative measurements for the health of the file system
Tools◦ MailChimp◦ Google Form◦ Microsoft Excel◦ DiskBoss Pro
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 9
Stakeholder Survey 37 question
◦ 46 input opportunities once broken down into survey tool◦ 5 required
112 responses of 213 employees emailed (53%) Questions specific to Leadership & IT staff
Applicable to:◦ Dimensions of Data Quality◦ Business Impact Techniques◦ Information Life Cycle◦ 10-Step Process
Organized by:◦ Theme◦ Employee type◦ Agency
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 10
Stakeholder Survey – IQ MapInformation Life Cycle
Business Impact Technique
Dimension(s) of Data Quality
10-Step Process Theme
Plan Usage Ease of Use Define Business Need & Approach
General information
Obtain Anecdotes Duplication Analyze Information Environment
Time spent on/frequency of encounters
Store & Share Cost of Low-Quality Data
Timeliness & Availability
Assess Data Quality Preferences
Maintain Process Impact Perception, Relevance, & Trust
Assess Business Impact
File storage behaviors
Apply Ranking & Prioritization Data Specifications Identify Root Causes Regulatory awareness
Dispose Develop Improvement Plans
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Responses – Agency Information
Arkansas Arts Council; 11; 10%
Arkansas Historic Preservation Program; 21; 19%
Arkansas Natural Heritage Commission; 18; 16%
Delta Cultural Center; 3; 3%Director's Office; 19; 17%
Historic Arkansas Museum; 16; 14%
Mosaic Templars Cultural Center; 8; 7%
Old State House Museum; 16; 14%
RESPONSES BY AGENCY
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 12
Survey Responses – CategoryLeadership,
13, 12%
Administrative, 29, 26%
Professional, 70, 63%
EMPLOYEE CATEGORY
Director's Office, 19, 17%
Museums, 43, 38%
Heritage Re-source Agencies,
50, 45%
RESPONSE BY AGENCY TYPE
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Response – File Types
Word
ExcelPDF
Access
Publisher
JPG
Text
I nDesig
nTI F
Powerpoin
t
ArcGI S
PhotoShop
ArcM
apM
P3W
AVAASI S
Adobe Cre
ative Sui te
AutoCAD
e ma il
GI Fhobo
I l lust
rato
rKM
L
Micro
soft I n
foPa th
MOV
MXD
PageMaker
Past P
er fec t
PNGRAW
SAP AASI S
Sha rePoin
tSHP
102
75 71
26
19
14 14
7 7 6 4 4 2 2 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
File Types
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Responses – File Findability
1 2 3 4 5
107 8
2
1
2
6
4
1420
20
12
2
Ease - BY CategoryAdministrative Leadership Professional
Ordered Easy (1) to Hard (5)1 2 3 4 5
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
BY CATEGORY PERCENTAGEProfessional Leadership Administrative Average
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Responses – Time & Frequency 26%
reported recreating existing files because they couldn’t find the file they needed…
25% reported being unable to find the source file for an archive document type like PDF…
26% reported having to ask someone to email a file because they can’t find it or it’s stored where they don’t have access…
…at least once a month.
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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32% reported encountering files that were supposed to be current, but actually contained outdated or incorrect information…
23% reported discovering conflicting copies of the same file…
…at least once a year.
Survey Responses – Time & Frequency
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Responses – Time & Frequency
20 hours or more, 1, 1%Less than 10 hours, 7, 6%
Less than 20 hours, 3, 3%
Less than 5 hours, 98, 90%
TIME PER WEEK
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Survey Responses – File Storage Behaviors
Local External0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Yes; 86%
Yes; 53%
No; 14%
No; 47%
STORING FILES ON NON-NETWORK DRIVES
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 19
Survey Responses – Regulatory Awareness
No; 33; 30%
Yes; 76; 70%
ORGANIZATION WIDE
No Yes
Administrative Leadership Professional0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
9
222
18
1147
BY CATEGORY
No Yes
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 20
Survey Responses - Preferences
No39%
Yes61%
PRESENCE OF FILE NAMING PREFERENCES EXAMPLES
[project number].[artifact_id]
[location]_[year]_[description]
[historic resource number]-[historic name]-[description]
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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File System Evaluation – Drive ScansMeasures Drives Totals
Agency T Drives
S Central AAC ANHC AHPP OSH MTCC HAM DCC
Wasted Space (GB) 9.2 0.33163 28.05 153.31 184.3 28.55 244.8 80.25 9.26 728.79
by last accessed 1-2 years 1-3 months 1-2 years 3-5 years 3-6 months 1-2 years 1-3 months 6-12 months
6-12 months
by user name Administrators Jessica.Crenshaw
Administrators Administrators Shelle Administrators bryan.mcdade Patricia
by file type JPG JPG JPG JPG JPG TIF TIF JPG TIF
Disk Space (GB) 305.54 38.04 147.37 1380 1690 388.02 754.64 418.68 55.03 5122.2
by last accessed 1-2 years 1-2 years 2-3 years 3-5 years 1-2 years 3-5 years 6-12 months
6-12 months
by modified 5+ years 2-3 years 2-3 years 5+ years 5+ years 5+ years 5+ years 5+ years 5+ years
by user name Administrators Administrators Scotty Administrators Administrators Administrators jaime
by file type TIF VHD JPG JPG JPG TIF MTS JPG TIF
% wasted 3% 1% 19% 11% 11% 7% 32% 19% 17% 14%
Number of Files 68739 16805 85890 387661 409190 60059 114067 140869 27018 1283280
by last accessed 1-2 years 1-2 years 3-5 years 3-5 years 1-2 years 3-5 years 6-12 months
by modified 3-5 years 5+ years 5+ years 5+ years 5+ years 5+ years 5+ years
duplicate files 9101 1046 11699 88089 56439 5080 8613 33555 3086 213622
% duplicate 13% 6% 14% 23% 14% 8% 8% 24% 11% 17%
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Wasted Space
% wasted0%
5%
10%
15%
20%
25%
30%
35%
3%
1%
19%
11% 11%
7%
32%
19%
17%
WASTED SPACE PER DRIVE
S Central Arts ANHC AHPP OSH MTCC HAM DCC
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 23
Duplicate Files
% duplicate0%
5%
10%
15%
20%
25%
30%
13%
6%
14%
23%
14%
8% 8%
24%
11%
PERCENTAGE OF DUPLICATE FILES ON EACH DRIVE
S Central Arts ANHC AHPP OSH MTCC HAM DCC
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 24
Network Waste
14%
Wasted Disk Space
17%
Duplicate Files
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 25
File System Age
1 year38%
5 Years34%
10 Years17%
Older11%
REPORTED AGE OF FILES
Wasted Space Disk Space Files0
1
2
3
4
5
6
LAST ACCESSED
< 1 year1-2 years2-3 years3-5 years5+ years
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 26
Stakeholder Support1
4% 25%
314%
429%
550%
VALUE PERCEPTION - ORGANIZATION
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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RecommendationsCreate agency-level working groups to steward the resource. Include IT.
a. Naming conventionsb. Folder hierarchiesc. Metadatad. Deletion/archiving plans
Create a central working group made up of agency stewards and IT.e. Formalize and support the work being done at the agency level. f. Establish “S” drive requirements for appropriate use, naming, and archiving.
Provide regular training on conventions, metadata, and the use of existing tools.
Continually scan network drives to identify areas of focus for working groups. Define and measure improvement.
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
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Conclusion
InterviewSurveyScansRefineIterate
Sweeping change is not likely to render desired results. A non-invasive approach will allow agencies to establish conventions and protocols that work for their requirements while achieving the desired result of a cleaner, more efficient, more sustainable file system.
UNIVERSITY OF ARKANSAS AT LITTLE ROCKInformation Quality Program
IQ AND FILE SYSTEM MANAGEMENT AT DAH 29
Future Considerations Digital Asset Management
Geodatabase
Sharepoint or other “intranet” type file versioning tool