A recent LinkedIn forum discussion ponders the conspicuous gap in software aimed at simply organizing and tracking the digital content generated in the course of business. And from that question, commentator Carmien Owen comes up with many more worth asking:
• How are documents created within your organization?
• How are documents, and the information they contain, used within processes within your organization?
• Which processes use which documents? This question is central to an Information Architecture in my opinion.
• What actual data and objective evidence have you collected, validated, and analyzed to prove that there is a problem, where the problem is occurring, when it started occurring, and how much of a problem is it? This sort of thinking to structure a problem is all too often the exception rather than the norm.
• What is the right balance between a short term-win for a DMS versus over-complicating our world?
• How will your organization manage the conflicting energies of impatience for a solution now and the natural tendency to resist anything that changes or challenges my comfort zone?
• Is there an opportunity to move from the (relatively) unstructured world of documents to a more structured world of searchable, usable and relevant lists of information?
• Which technologies are involved in the creation and management of documents within your organization?
• What is the (true) cost of creating a Document Management System (DMS) and Information Management plan?
• If you did answer all of the above questions, how clear and SMART is the objective statement driving the project to deliver a solution? That is, was the objective statement Specific, Measurable, Achievable, Realistic and Timely?
These are all good questions, especially when contemplating a move towards effective electronic filing. Join the discussion here or see the conversation’s previous posts.