| Information Management is the field of management that deals with ensuring the right people have access to the right information at the right time. It involves the creation, classification, access, tracking and disposition of information regardless of format. (from an internal Ontario provincial government white paper) |
| Information Management ensures clients have well-organized files throughout the duration of the life cycle of that information - from creation, use, maintenance to disposal. |
| Province of Ontario - Management Board Secretariat, Shared Services Bureau (equivalent to the U.S. Federal Government's General Accounting Office at the provincial level) |
| Hepatitis C EDMS (Electronic Document Management System) Litigation Support Project |
| Business Analyst and Information Management Consultant |
| A manager with over 10,000 legal files needed a tool to access a synopsis of the files to determine their relevancy for potential testimony. The client needed quick access to author and subject information. |
| The client's exhaustive information technology procurement process did not permit the acquisition of a traditional records and document system (R/DMS) before the start of litigation. An interim solution was required using available desktop software. All subject and author data about the 10,000 documents had to be readily exported to an R/DMS. The client needed a R/DMS to address the long term needs of the office. However, a concrete step could be taken to address the potential litigation. I created an index of the files and a possible taxonomy for future records and document management software implementation. |
| A subject and author index was developed from an analysis of the documents and by speaking with the client. The index was inputted into a Microsoft Access database, and an intuitive, usable interface was created with the input and review of the client. The client was able to identify copies of relevant documents prior to the start of litigation. The data will be migrated to the R/DMS once it has been acquired by the client. The database addressed the immediate needs presented by litigation, and paves the way for continuation of the project, while advocating the value of a formal taxonomy and RDMS system to properly implement records and information management. |
| Information management strategy, Microsoft Access database |
