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A baseline assessment starts with the questions: “Where are you now, and where do you need to go?” Think of it as a way to “get located” and establish a point of departure as you map your digital transformation journey. By understanding the business strategy of your organization, the needs and pressures it must manage every day, and the hard numbers that measure its success, you will uncover the most pressing problems that challenge organizational performance and the most important opportunities for improvement and innovation. This lesson will prepare you with the information and perspective you need to ensure that your strategy is on point and will receive the support, funding, and executive sponsorship you need.
Do you have a business process that has to be changed? Perhaps this is due to a new legal requirement or piece of technology that you've implemented. Or maybe you've identified inefficiencies in the current process and want to optimize it.
No matter the reason, there's a right way and a wrong way to go about it. The first step in changing a process is to analyze how it's currently being done. Sometimes steps that seem illogical are there for good reason. And sometimes, changing a process has a downstream effect on other processes. It's important that you get this first step right to set yourself up for success.
Most organizations use file shares or network shared drives to store and collaborate on documents. The challenge with file shares is that solid information management practices are rarely applied. This often leads to messy environments full of redundant, outdated, and trivial information.
If you shudder every time you think about retrieving a file in your organization's shared folder, it's probably time to conduct a file share cleanup initiative. Doing so will help reduce risk and improve operational efficiency.
Your organization’s system of record is its single source of truth – the authoritative place where your core information is held and kept up to date. If there’s ever any doubt about the accuracy of a piece of information, one should only need to consult the system of record.
Your organization probably has dozens of systems storing information. So, how do you choose the most appropriate system of record for your unique use case?
It's critical to your organization's success that your line of business users can find information when they need it. But, search engines aren't always the best solution.
A classification scheme organizes information by storing it in collections, groupings, or "buckets." When done correctly, meaning it's easy to use, concise, and predictable, it goes a long way to improving the findability of your information.
The pace at which technology changes is fast and getting faster. Your organization is likely changing quickly too. What happens when that amazing system you implemented a few years ago is on the fast track for decommissioning? Or that file type that you standardized is no longer being supported?
It's critical that your organization has a plan in place to ensure that you maintain the ability to display, retrieve, and use your digital information long term. You need to develop a digital preservation strategy.
There are many inherent issues with physical documents, like paper, microfiche and photographs, in a business setting. They're expensive to store, difficult to catalog, and nearly impossible to collaborate on. To work effectively, information needs to be available in a digital format.
While digitizing things isn’t always an easy process, having a strategy in place will move the process along and makes sure that nothing falls through the cracks.
Your organization is collecting and creating lots of information all of the time. But when should you be capturing it, and where should it be stored? Without a multichannel capture strategy, you'll never be able to find that important detail at the critical moment you need it.
Do you want to find documents easily, ensure the right people have access to information and retain and dispose of documents correctly? Then you're going to need a strategy to ensure your metadata is accurate and sufficient.
Your organization is full of valuable information that your executives, analysts, sales managers, support staff, and customers need to be able to access and use every day. But when you're buried in terabytes (or even petabytes) of content and records, how do you find the information that really matters when you need it? It starts with structuring and indexing all of that information into a taxonomy.
In this lesson, you'll learn how to:
Say goodbye to business at the speed of paper! If you're looking to digitize your paper documents efficiently and effectively, this lesson will show you how.
You'll learn a process that won’t just make sure you are being compliant with regulations and taking care of any evidentiary concerns. It will also make sure your information is stored consistently and that staff can easily access what they need.
Many of the core activities you do each day at work are collaborative by nature. In an increasingly digital world, there's a growing need for communication tools and governance structures in place to make the sharing of digital documents easy and efficient.
You’ll often find that you are creating, revising, and reviewing content with at least one other person. Even if your content has already been drafted, saved into an information management system, and organized with metadata, you may still need to work through revision cycles, proofreading and approvals before it is complete. An information management system gives you a solid foundation for the content sharing, co-creation, or review activities you need to do.