Hi John,
Our departments main responsibility is to quality control all documents entered into the system. I have other employees that concentrate on the destruction, new initiatives and retention along with other things. We find that at least 60 to 70% of documents entered have some type of error, whether it be typing error, placement error, misnaming error, pages not belonging to that document, quality issues etc...... Unfortunately the ones that are entering the documents are not the ones who view them or care about them, they treat this as an added task to their already overburdened day. Therefore if we did not check every document then it would be junk in junk out and that is not the type of system we are looking for. I was hoping to see if any other company gave the responsibility back on the end user of the system to have them correct their errors (which scares me) or have someone assigned in that department to make all the corrections?
Thoughts??
Karen Salter
Corporate Records Manager
Records and Retention Department
Cumberland Gulf Group of Companies
100 Crossing Blvd.
Framingham, MA 01702
508-270-5888
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Annunziello, John
Sent: Wednesday, November 30, 2011 11:03 AM
To: [log in to unmask]
Subject: Re: Quality Control Process
Hi Karen....
Our users input their documents/records into our system, which happens
to be eDOCS. At a previous job, users input their own records or
documents to Laserfiche. I'm not familiar with ARM
I'm not certain why you feel like you need to review each document.
When the users input their docs to ARM, is there a template that they
fill out with metadata? Is there a template they work with? Are you
afraid that the metadata input is incorrect? Incorrect data entry can be
solved with further training. With your quality checks, do you often
find mistakes? How do you address them? Do you just make the
adjustment or do you point out the mistake to the user and make
recommendations? What is the mandate of your department? Are you not
able to get to key tasks because you spend all your time in QC's?
Lots to think about, but quality checks should be done randomly...not on
all documents. You should find that many people already understand how
ARM and the input system works. Do you really need to review these
people's documents or just review seldom users?
I'm not certain what you mean by "What steps do you take to ensure
accuracy of documents?". I would assume that your users know what they
are storing to ARM. If they are storing it to ARM, it has some
importance and is worth keeping, otherwise they wouldn't have stored it.
I would suggest that all docs stored to ARM should have some form of
accuracy.
There's something wrong if your group spends all day on QC's. If so,
when do you find time to plan or bring in new initiatives? How about
destruction, writing file plans, determining retention, etc.?
I would suggest your whole department needs a makeover.
John Annunziello, CRM, CDIA+, ermm
Records and Information Audit/Compliance Officer
Corporate Services Department
Office of the Regional Clerk
(905) 830-4444 x1318
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