Day 3 Agenda
Archive and Document Retention Workshop
-
The “New Business Rules” workshop is designed to provide an opportunity for delegates to “touch” this technology and to confirm expectations regarding the merits of this leadership trend in business today.
-
No previous experience is necessary as the lecturer will guide and foster your learning in a friendly cultured environment.
|
| 0730 - 0800 |
Registration & Morning Coffee |
| 0800 - 0900 |
WORKSHOP ONE:
Topic: Digital Photographs - Valuing the Organisations "Photo Album"
Introduction: Photographs tell a thousand words and with the expanding usage of low cost digital camera technology within organisations today, these “documents” (photographs) must be managed to deliver the intended benefit. Digital photographs are rapidly becoming an essential business tool to help capture business “assertion”. For example endeavouring to demonstrate proof that work has been performed, showing the extent of equipment failure, or using photographs for periodical equipment re-testing and subsequent trend analysis.
Activity: This workshop will focus on one organisational aspect to demonstrate the real-time benefits and cautionary accounts regarding the usage and management of photographic documents within organisations today.
Workshop Aspect
All organisations undertake various forms of periodical equipment testing and re-testing. Depending on the dangerous nature of the equipment, certification paperwork may also be awarded for regulatory compliance (mixing the set of document types to be ultimately managed.)
During this learning process the lecturer will create a set of meaningful digital photographs of a machinery model. Delegates will be shown how these photographs and certification documents can be managed to logically explain the testing and final results. Delegates will be able to draw parallels relating to their own organisations.
Objective: This workshop is intended to highlight the various problems faced by organisations today. Currently staff members accumulate and use individual electronic filing systems to store their own information. Any system can view/print documents, but it is how well they dynamically index a large number of these photographic documents over time is the key.
The new rules strategy is to consider the combined effect of maximising the re-useability of the data, and to optimise the overall efficient management. As time goes on, more of these documents will need to be managed. Our workshop is designed to create an awareness that the use of a electronic document vault is only part of the solution.
|
| 0900 - 1000 |
WORKSHOP TWO:
Topic: Hardcopy Documents - Surrounded by Electronic Systems
Introduction: Organisations distribute a large quantity of hardcopy documents for usage by field staff. During field work, errors are often identified when working with these documents. Organisations do value this corrective information but often struggle to it management.
Activity: Delegates will be provided with an engineering drawing containing an inaccuracy which will need to be marked-up to show the correct “as built” or “as constructed” detail. The lecturer will then scan and index your marked-up field-note document(s) into the provided electronic document vault and establish a relationship between it and the parent document. During this process the lecturer will need to indicate if the marked-up change has been incorporated into the master document, or if it is still considered as an “outstanding change” waiting for approval/rejection scenarios.
Objective: How organisations value this corrective information is easily verified by the cost associated with re-work due to inaccurate documentation. All archives should be considered more than just a document storage location. The new rules strategy highlights the need to communicate other aspects surrounding the document usage. Without a doubt, what your organisation knows is embodied in its people and documentation. Our objective is to reduce the impact of key people leaving the organisation and taking with them much of the “corporate knowledge” they accumulate by understanding how to manage and capture this key information.
|
| 1030 - 1130 |
WORKSHOP THREE:
Topic: Engineering Drawing Documents (CAD)
Introduction: Organisations today manage and receive engineering drawing documents (CAD) from various sources eg. equipment suppliers, department amalgamations, which do not conform to a particular CAD drafting standard. Consequently organisations continually have difficulty incorporating these documents into a archive management system.
Activity: The lecturer will index a set of hybrid CAD documents from a variety of sources into the electronic vault, to help demonstrate the various challenges encountered. Many CAD documents today support “intelligence”. Delegates will learn how template libraries can help automate and exploit this intellegence and deliver a far more robust outcome.
Objective: During this learning process, delegates will learn about the special requirements that electronic drawing systems employ to construct a CAD document. Delegates will gain a appreciation of the organisational challenges that prevent successful long-term and reliable access to CAD documents and the tricks to employ to succeed. Once understood, new business rules infrastructure that supports the “information flow throughout the whole organisation” can occur. This improvement cannot happen without knowledge accessible in an electronic form.
(Please note - no previous engineering experience necessary)
|
| 1130 - 1230 |
WORKSHOP FOUR:
Topic: Email Correspondence
Introduction: Emails are a large part of the official business communication. Emails often contain information about business activities and therefore function as evidence of a business transaction. Consequently emails must be treated as part of the official records of an organisation. To highlight this, courts do subpoena electronic communication as a legitimate source of evidence and as a result email Correspondence is subject to legal processes.
A variety of electronic document and record management products have been installed by organisations that capture every email regardless of importance. The storage of email records within a messaging system or saving them to directories has proven not to be a satisfactory way of ensuring long-term preservation of critical and important emails.
Activity: The lecturer will index a provided set of critical and important emails into the electronic document vault, while explaining the various aspects to classification process that separates critical emails from general correspondence.
Objective: During the indexing process delegates will learn logic surrounding capturing of the critical and important emails and the methods to separate outdated correspondence. Emails are “documents” and need to be re-called and reproduced as they were intended for use, regardless of the length of time stored and access by the various different users. |
| 1330 - 1400 |
WORKSHOP FIVE:
Topic: Microsoft Word and Excel Documents
Introduction: Digital records depend on hardware and software, and because technology becomes obsolete so quickly, digital records are therefore at risk to successful long-term access. The re-hashing of documents by end-users to accommodate format change is not acceptable. A useful document must adhere to the principal rule that “the archived document must always be suitable for use in a court-of-law”. The document must “render” as it was intended for usage.
Activity: The lecturer will index a provided set of complex Microsoft Office Documents and discuss the affect of Star Office, Linux operating system and open source systems on the landscape of long-term information management.
Objective: Delegates will learn that an archive information system should allow organisations the capacity to re-call documentation accurately regardless of format, the length of time stored. Delegates will identify the failure of systems that just store documents without considering accuracy and re-use benefits.
|
| 1400 - 1430 |
WORKSHOP 6:
Topic: The New Business Rules - Innovation & Integration
Introduction: Business is going to change more in the next 10 years than in the last 50 years - Bill Gates.
Quick information will alter the expectations and nature of how we do business. Organisations need to be able to deliver information at various points (document positioning). All information, whether it is drawings, manuals, sketches, design calculations, testing records, letters, agreements, contracts or marketing documents should be considered as a valuable asset. How organisations manage the information about assets is a key to bringing about cost reductions, while at the same time improving and controlling the quality of that information. The value that you place on that information reflects an investment that will be repaid to have knowledge at your "finger tips".
Activity: Using a set of provided mock-up business systems, the lecturer will integrate one chosen document into each business system application. The lecturer will then index an updated document to test the distribution effects. Delegates will be able to observe the effect the updated document has on the other business systems. What price or value do you place on this information?
Organisations can balance the value that is placed on having quality data against the cost of its creation and its ability for re-use and analysis. By maximising the quality and re-useability of data, organisations can optimise the overall efficient management of that information.
Objective: Organisations need to be able to deliver information at various points (document positioning). |
Location:
