In a three-part post we a very looking at the role of metrics in demonstrating the value of records and information management, specifically in organizations that have implemented an electronic records management system. In our final post today, we focus on important EDRMS metrics that every organization should monitor.
However, no matter what your unique goals may be, there are several categories of metrics that every organization should monitor if they are using an Electronic Document and Records Management System (EDRMS). Two of these categories relate to the EDRMS itself, showing you how it is performing and how it is being used. The third category consists of system-generated business intelligence that you can use to further optimize your RM program and EDRMS investment.
Three things to measure with EDRMS:
1. EDRMS System Performance
System performance metrics tell you if your EDRMS is operating at top efficiency in helping you achieve your
RM goals. What percentage of time is it online? Is it helping users complete their tasks quickly? To answer
these questions, your performance metrics should include system uptime, average time-to-recover after a
crash, and response times for common tasks. These metrics are usually readily available, since most IT
departments will track these as a matter of course for all of the company’s software applications. Reviewing
these metrics on a regular basis will help you spot problems that may be hampering productivity and
negatively affecting employee adoption of the EDRMS.
3. Business Intelligence Within the system itself, there is a goldmine of valuable data to help you further optimize your EDRMS and the surrounding business processes. For example, if the system incorporates automated workflow tools, you can monitor the use of these over time to spot peaks and troughs. Are there regular bottlenecks that require additional staff or a redistribution of tasks? Another great source of business intelligence are the search terms that employees enter into the system. Reviewing these terms may reveal information gaps that need to be addressed by communications or HR teams. EDRMS data can also tell you if employees are uploading new and unexpected documents that aren’t yet addressed by your classification and retention schedules, allowing you to address the gaps.
While this list only scratches the surface, it provides a starting point to help you optimize your RM program and get the most out of your EDRMS.
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