I am Head of Information and Document Management in an Engineering Consulting House with approx. 2800 employees sitting at different locations.
We are trying to address the increased complexity of information management in our projects, with more cloud solutions, cross-company cooperation, new technologies (especially within 3D design) and external and internal platforms introduced. We also need to support the rest of the organization in being able to cooperate and share documents, but our projects are our core business.
We are discussing how to best organize the information management within the company and place responsibility for different areas to be able to faster implement changes in the organization and to have better ownership of implemented practices and solutions.
Does anyone have any good high-level models showing examples of organization, RACI matrix or roles for Information Management that I can use as inspiration?
We have today very few roles and are low on the maturity ladder regarding Information
Management but we see that this field will be more and more important in our industry.
Multiconsult Norge AS
Laserfiche Rio could do what you’re asking.
Our County is seriously considering amalgamating 10 towns/villages/hamlets into one municipality. If they do, I will be recommending that we upgrade our Laserfiche Avante, which has only one repository available to us, to Laserfiche Rio, which is allowed to have as many repositories as you have space to save them on. Then, I would be recommending setting up each town/village/hamlet with it’s own repository for records, plus a repository for Human Resources, plus a repository for Asset Management. This would keep our records grouped together in a sensible manner, yet have a cohesive feel across all the records’ repositories, and would allow us to use Laserfiche’s powerful workflow and forms tools to create more automation and paperless processes for consistency in how things are done.
Sedgewick, AB CANADA
Thanks for reply, but I am looking for the best way to organize the people and roles to achieve efficient information management. What roles are needed, how many people should be involved, who should they report to.
Multiconsult Norge AS
That seems like much more of an Organizational Design question. And OD is typically the realm for HR folks. Have you considered talking to them?
I am working in a similar environment. They have SAP and a couple of other Line of Business Systems, and have gone the Office 365 route. Whilst your question relates more to the roles than the technology, this is significant.
They have a few key positions –
. Company Secretariat, who has taken over the role of Records Manager (purely as a custodian position) as they don’t have anyone else who is willing to take it on. This role is responsible for policies, procedures and guidelines.
. They have then appointed Records Champions in every functional area who will be responsible for managing physical and electronic records.
. They also have DMS administrators, who are supposed to be helping their functional areas with the Sharepoint administration.
. Lastly they have ICT, who provides the platforms, but don’t give guidance in Information Architecture and how to use the systems from a Document and Records perspective.
I have identified that there is a big gap between IT and the business, and someone needs to design an overall Information Architecture, which includes: When to use the various systems (LOB, OneDrive, Teams, Sharepoint), and which documents go into which repositories How to structure the various libraries and centres in the repository The use of metadata, standard naming conventions and controlled vocabulary
This is very much an evolving environment and I am guiding them through the process. I will be happy to share what I can, but not publicly, as there is a lot of IP in there.
Paul, good comments, all in line with what I was thinking. We also have “champions” one for each functional area that requires record keeping. That champion is responsible to ensure all their team’s records get into the repository, using the correct Naming Convention, in the appropriate folders, with the appropriate metadata assigned to each entry. They are also asked to consider themselves the “go-to” person for their team mates that are less comfortable with the software. Ensure that those people can find the documents they need when they need them, even help them to find them if they need some minor teaching outside of the usual introductory training that we provide from the Records Management Team.
I came across an article this morning that might be helpful to Ole. It’s a white paper and it’s called: “Mapping Document Management Processes (Leveraging an Information Lifecycle)” and has this note at the top “(The following is an excerpt from an ARMA White Paper “Reviving Document Management: How the Knowledge and Experience of Document Management Can be Leveraged for Organizational Improvement”, sponsored by Access.)” I don’t know if Ole is also an ARMA International member, but it is available for a download there. Not sure if it will be what he is looking for, but…
Sedgewick, AB CANADA