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Data-based records
management:
the experience of Barcelona
Education Consortium(CEB)
Jordi Serra Serra
serra@ub.edu
13º CO...
THE EXPERIENCE OF BARCELONA
EDUCATION CONSORTIUM
Barcelona Education
Consortium (CEB)
Agency in charge of education in the city
of Barcelona (except University)
60% Genera...
Starting point (june 2016)
180 processes (80% not standardized)
0 digitizised processes
271 technological solutions (62% o...
Work team
Gerència del
Consorci d’Educació
de Barcelona
Direcció d’Atenció a
la Comunitat
Educativa (DACE)
Unitat de Siste...
Formal goals
To carry out digital
transformation of all
Consortium
processes
And through them
improve the
education of chi...
Real goals
• Achieve the highest control level over the Consortium
activity in order to:
• Know if this activity fullfills...
GENERAL SYSTEM DESIGN
Records management system has been conceived at
the Consortium as a piece of a larger gear...
Classification
scheme
Produc...
Records management system has been conceived at
the Consortium as a piece of a larger gear...
Processes
map
Agents map
Acc...
SystemsRulesMaps
...that becomes an comprehensive information
management and governance system
Processes
map
Agents map
Ac...
This means to integrate four kinds of project:
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL ...
Step 1: Identification and registry
Data mapping
DocTypes mapping
Systems mapping
Records series mapping
Process mapping
A...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
The Consortium has developed a comprehensive
Information Governance System
Data mapping
DocTypes mapping
Systems mapping
R...
Step 2: Analysis and planning
Organizational changes, resources planning and
distribution of tasks and responsibilities
Pr...
Step 2: Analysis and planning
Organizational changes, sizing of resources and
distribution of competences
Flow optimizatio...
Step 2: Analysis and planning
Organizational changes, sizing of resources and
distribution of competences
Flow optimizatio...
Step 3: Transformation
Process
optimization and
standardization
Records & info flow
optimization and
standardization
Funct...
Transformation methodology
1
•Description and analysis of process, records and information flows, and links with informati...
FOCUS ON DATA
IN DIGITAL TRANSFORMATION
• “We’ve entered a new era of RIM, with Big
Data at the forefront.”
Kon Leong, 2016
Jordi Serra Serra - Data-based records...
Data only should be used as
evidence for decision-making
when reliable
Jordi Serra Serra - Data-based records management -...
What do data analysts/scientists demand?
• Reliable data (collected and debugged) for:
• Analysis (Business intelligence)
...
Data quality factors
• Controlled in its capture
• Protected against modifications
• Traceable in their origin (auditable)...
How can we implement
data-based records
management?
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACI...
Process
Action or
event
Action or
event
Action or
event
Document or data
group
(evidence)
Document or data
group
(evidence...
Process
Action or
event
Action or
event
Action or
event
Records serie
Document or data
group
(evidence)
Document or data
g...
Process instance
Action or
event
Action or
event
Action or
event
Records aggregation (case file)
Document or data
group
(e...
Process instance
Student
apply for a
scholarship
Reviewer
assesses the
application
Director
grants the
scholarship
Records...
Jaume Pons Jaume Pons Jaume Pons
Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR
To take a Master's degree To tak...
Jaume Pons Jaume Pons Jaume Pons
Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR
To take a Master's degree To tak...
The challenge of
interoperability:
the silo culture
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACI...
Jaume Pons Jaume Pons Jaume Pons
Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR
To take a Master's degree To tak...
Records aggregation (case file)
Process instance
Student
apply for a
scholarship
Reviewer
assesses the
application
Directo...
File management
Structured data management
Process
Action or
event
Action or
event
Action or
event
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
It’s not enough to use BI tools
BI system
Data too hard
to collect and
debug
No link with
business
systems
Jordi Serra Ser...
It’s not enough to use an ERM system
BI system
Too difficult for
processing
evidences as
structured data
No link with
busi...
Data management is a key element of
records management
BI system
ERMS
Master data
(transactional)
First step: focus
on eac...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Data man...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Data man...
Data management is a key element of
records management
BI system
ERMS
Master data
(transactional)
Master data
(reference d...
Useful data are reliable (and standardized) data
Created or
received data
(evidence):
within a
document or
information uni...
Useful data are reliable (and standardized) data
Created or
received and
standardized
data (verified and
interoperable
evi...
THE CONSORTIUM DATA BANK PROJECT
Gestió de casos de
maltractament
Reconeixement de
NEE
Gestió de
reclamacions
Gestió d’ajuts
menjador
Gestió del
programa E...
Gestió de casos de
maltractament
Reconeixement de
NEE
Gestió de
reclamacions
Gestió d’ajuts
menjador
Gestió del
programa E...
Gestió de casos de
maltractament
Reconeixement de
NEE
Gestió de
reclamacions
Gestió d’ajuts
menjador
Gestió del
programa E...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Gestió d...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Gestió d...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Gestió d...
Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
Gestió d...
LEARNED LESSONS
About Records Management “System”:
• Records (and information) management is a service,
not just a system.
• Records (and ...
About Data-based management:
• Providing a collection of documents-like-objects as information
product is not the best ans...
About system’s sustainability:
• Efficiency in the development and implementation of a records
and information management ...
About the information governance system:
• An Information Governance System is an observatory
for monitoring, analysis, pl...
About the results:
• Our goal isn't to build systems, but to improve daily operation of our
organization.
• Records and in...
About the impact in decision-making:
• Availability of on-time reliable data opens new perspectives in regard to:
• Public...
Muito obrigado
Jordi Serra Serra
serra@ub.edu
13º CONGRESSO NACIONAL BAD
Bibliotecarios, arquivistas e documentalistas
25 ...
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Data-based records management: the experience of Barcelona Education Consortium (CEB)

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Jordi Serra Serra. "Data-based records management: the experience of Barcelona Education Consortium (CEB)." 13º Congresso Nacional BAD (Bibliotecarios, arquivistas e documentalistas). Fundao (Portugal), 25 de Octubre de 2018.

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Data-based records management: the experience of Barcelona Education Consortium (CEB)

  1. 1. Data-based records management: the experience of Barcelona Education Consortium(CEB) Jordi Serra Serra serra@ub.edu 13º CONGRESSO NACIONAL BAD Bibliotecarios, arquivistas e documentalistas 25 October 2018 Fundao (Portugal)
  2. 2. THE EXPERIENCE OF BARCELONA EDUCATION CONSORTIUM
  3. 3. Barcelona Education Consortium (CEB) Agency in charge of education in the city of Barcelona (except University) 60% Generalitat de Catalunya (Autonomous Government of Catalonia) More than 300 public schools More than 200 public funded private schools More than 150 private schools 40% Ajuntament de Barcelona (Barcelona City Council) 15 specialized education services 10.000 teachers 200 professionals (CEB headquarters) Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  4. 4. Starting point (june 2016) 180 processes (80% not standardized) 0 digitizised processes 271 technological solutions (62% office tools) Without any records management system Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  5. 5. Work team Gerència del Consorci d’Educació de Barcelona Direcció d’Atenció a la Comunitat Educativa (DACE) Unitat de Sistemes d’Informació i Disseny de Processos (USIDP) Àrea de tecnologies de la informació i les comunicacions (TIC) Several external providers
  6. 6. Formal goals To carry out digital transformation of all Consortium processes And through them improve the education of children and young people in the city of Barcelona Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  7. 7. Real goals • Achieve the highest control level over the Consortium activity in order to: • Know if this activity fullfills the goal to improve the education of children and young people in the city of Barcelona, and to what extent it is doing so. • Know where to apply (surgical) measures to drive the activity of the Consortium to its main goal. • In fact, in order to transform the Consortium into a data-driven organization. And that means having: • Disagregated and reliable data about CEB activities in real time. • A detailed picture of Consortium’s processes, data and systems. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  8. 8. GENERAL SYSTEM DESIGN
  9. 9. Records management system has been conceived at the Consortium as a piece of a larger gear... Classification scheme Producers list Access rules Retention rules Records series RM system Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  10. 10. Records management system has been conceived at the Consortium as a piece of a larger gear... Processes map Agents map Access rules Retention rules Records series map Bussines apps Publication rules Security rules Systems map Document types map Data map Office solutions Collaboration tools Data Bank Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  11. 11. SystemsRulesMaps ...that becomes an comprehensive information management and governance system Processes map Agents map Access rules Retention rules Records series map Bussines apps Publication rules Security rules Systems map Document types map Data map Office solutions Collaboration tools Data Bank Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  12. 12. This means to integrate four kinds of project: Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  13. 13. Step 1: Identification and registry Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  14. 14. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  15. 15. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) A tool developed specifically for multilevel information governance (mapping tool)…
  16. 16. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  17. 17. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  18. 18. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  19. 19. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  20. 20. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) …with analytical dashboards for real-time governance of information assets, data, processes and systems
  21. 21. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  22. 22. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  23. 23. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  24. 24. The Consortium has developed a comprehensive Information Governance System Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  25. 25. Step 2: Analysis and planning Organizational changes, resources planning and distribution of tasks and responsibilities Process improvement, information flow optimization, and regulatory changes Standardization and concentration of information flows and records series Systems development, security breaches mitigation, traceability, and interoperability protocols improvement (systems plan) Forms standardization, Documents(-like objects) replacement by data-based evidences Data quality analysis, data standardization and information products customization (dashboards) Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  26. 26. Step 2: Analysis and planning Organizational changes, sizing of resources and distribution of competences Flow optimization, process improvements and regulatory changes Normalization, concentration and elimination of records series Risks of security breaches, traceability, functionality and interoperability protocols improvement (systems plan) Forms standardization, and replace object- documents by data-based evidences Data quality analysis, data normalization and information needs Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  27. 27. Step 2: Analysis and planning Organizational changes, sizing of resources and distribution of competences Flow optimization, process improvements and regulatory changes Normalization, concentration and elimination of records series Risks of security breaches, traceability, functionality and interoperability protocols improvement (systems plan) Forms standardization, and replace object- documents by data-based evidences Data quality analysis, data normalization and information needs Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  28. 28. Step 3: Transformation Process optimization and standardization Records & info flow optimization and standardization Functional requirements definition Solution development and change management Data Bank import processes development and DMA creation Changes into the organizational estructure Data mapping DocTypes mapping Systems mapping Records series mapping Process mapping Agents mapping Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  29. 29. Transformation methodology 1 •Description and analysis of process, records and information flows, and links with information systems. 2 •Decomposition of records into data. This action builds a process data matrix, that is mapped with general data model of Consortium Data Bank, setting an specific data model for the process. 3 •Transformation of information systems and applications used by the process (usually office tools) into a single standardized and safe system. 4 •Transformation of data process inputs and outputs, developing specific electronic forms. 5 •Development of the process to import new system’s data into the Consortium Data Bank, and scheduling of import actions into the data crawler robot. 6 •Analysis of information needs of process agents, and development of specific dashboards customized to each kind of user. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  30. 30. FOCUS ON DATA IN DIGITAL TRANSFORMATION
  31. 31. • “We’ve entered a new era of RIM, with Big Data at the forefront.” Kon Leong, 2016 Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  32. 32. Data only should be used as evidence for decision-making when reliable Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  33. 33. What do data analysts/scientists demand? • Reliable data (collected and debugged) for: • Analysis (Business intelligence) • Experimentation • Machine learning / Deep learning • Good data communication policies. • Ethics in data use and interpretation. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  34. 34. Data quality factors • Controlled in its capture • Protected against modifications • Traceable in their origin (auditable) About reliability • Not duplicated or redundant • Standardized (in their values) • Temporary (current or retrospective) About consistency • Available (preserved) • Accessible (shared) • Controlled access About functionality Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  35. 35. How can we implement data-based records management? Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  36. 36. Process Action or event Action or event Action or event Document or data group (evidence) Document or data group (evidence) Document or data group (evidence) Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  37. 37. Process Action or event Action or event Action or event Records serie Document or data group (evidence) Document or data group (evidence) Document or data group (evidence)
  38. 38. Process instance Action or event Action or event Action or event Records aggregation (case file) Document or data group (evidence) Document or data group (evidence) Document or data group (evidence)
  39. 39. Process instance Student apply for a scholarship Reviewer assesses the application Director grants the scholarship Records aggregation (case file) Jaume Pons apply for a scholarship of 1700 EUR to take a Master's degree on 10/22/2011 Relating to the scholarship application of Jaume Pons of 1700 EUR to take a Master's degree, received on 10/22/2011, me, Sara Vidal, give my positive advice to the application on 26/10/2011 Relating to the scholarship application of Jaume Pons of 1700 EUR to take a Master's degree, received on 10/22/2011, and positively advised by Sara Vidal on October 26, 2011, me, Mònica Gómez, grant the amount requested on 10/28/2011
  40. 40. Jaume Pons Jaume Pons Jaume Pons Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR To take a Master's degree To take a Master's degree To take a Master's degree On 22/10/2011 On 22/10/2011 On 22/10/2011 Sara Vidal Sara Vidal Give a positive advice Give a positive advice On 26/10/2011 On 26/10/2011 Mònica Gómez Grant the amount requested On 28/10/2011 Process instance Student apply for a scholarship Reviewer assesses the application Director grants the scholarship
  41. 41. Jaume Pons Jaume Pons Jaume Pons Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR To take a Master's degree To take a Master's degree To take a Master's degree On 22/10/2011 On 22/10/2011 On 22/10/2011 Sara Vidal Sara Vidal Give a positive advice Give a positive advice On 26/10/2011 On 26/10/2011 Mònica Gómez Grant the amount requested On 28/10/2011 Process instance Student apply for a scholarship Reviewer assesses the application Director grants the scholarship Records aggregation (case file)
  42. 42. The challenge of interoperability: the silo culture Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  43. 43. Jaume Pons Jaume Pons Jaume Pons Apply for 1700 EUR Apply for 1700 EUR Apply for 1700 EUR To take a Master's degree To take a Master's degree To take a Master's degree On 22/10/2011 On 22/10/2011 On 22/10/2011 Sara Vidal Sara Vidal Give a positive advice Give a positive advice On 26/10/2011 On 26/10/2011 Mònica Gómez Grant the amount requested On 28/10/2011 Process instance Student apply for a scholarship Reviewer assesses the application Director grants the scholarship Application (information system)
  44. 44. Records aggregation (case file) Process instance Student apply for a scholarship Reviewer assesses the application Director grants the scholarship Evidencia (documento en PDF) <?xml version="1.0" encoding="UTF-8"?> <evaluator>Sara Vidal</evaluator> <advice>True</advice> <date>26/10/2011</date> Application (information system) Jaume Pons apply for a scholarship of 1700 EUR to take a Master's degree on 10/22/2011 Unit resp.: M. Gómez Decision: Grant Date: 28/10/2011
  45. 45. File management Structured data management Process Action or event Action or event Action or event
  46. 46. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  47. 47. It’s not enough to use BI tools BI system Data too hard to collect and debug No link with business systems Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  48. 48. It’s not enough to use an ERM system BI system Too difficult for processing evidences as structured data No link with business systems ERMS Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  49. 49. Data management is a key element of records management BI system ERMS Master data (transactional) First step: focus on each process (transactional) Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  50. 50. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Data management is a key element of records management BI system ERMS Master data (transactional) Master data (reference data) Second step: focus on overall data map (reference)
  51. 51. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Data management is a key element of records management BI system ERMS Master data (transactional) Master data (reference data) Needed: • Standardized technological environments • Centralized governance body • Detailed data inventory (map)
  52. 52. Data management is a key element of records management BI system ERMS Master data (transactional) Master data (reference data) Or here... Or here...Or here... Data can be standardized here... Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  53. 53. Useful data are reliable (and standardized) data Created or received data (evidence): within a document or information unit Contextualized data: within a file or records aggregation (embedded in the process data matrix) Reference data (unique data): within a centralized registry (MDM) of potentially reusable data for normalization Data for analytics (denormalized): within a datamart that allows uses of data beyond the logic of the process Record or data aggregation Business application MDMS BI (Datamart) Costly option if data standardization must be done here Costly option if data standardization must be done here Costly option if data standardization must be done here COST- +
  54. 54. Useful data are reliable (and standardized) data Created or received and standardized data (verified and interoperable evidence): within a document or information unit Contextualized data: within a file or records aggregation (embedded in the process data matrix) Reference data (unique data): within a centralized registry (MDM) of potentially reusable data for normalization Data for analytics (denormalized): within a datamart that allows uses of data beyond the logic of the process Record or data aggregation Business application MDMS BI (Datamart) Right option if data standardization can be done here COST- +
  55. 55. THE CONSORTIUM DATA BANK PROJECT
  56. 56. Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... At the beginning of the project, more than 60% of the information managed by the Consortium was stored in office tools. One amount of 168 tools were identified, mostly spreadsheets, which stored data relevant to the Consortium. 84% of these tools contained duplicated information, or data already available in other systems. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) The Consortium Data Bank
  57. 57. Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 Consortium office tools contained 707 different data fields describing attributes of students, schools... A relevant part of these data were potentially standardizable or already had ID or categorization systems. Only 54% of the data referring to schools were identified with the ID of the schools registry. Only 17% of the data referring to students were linked to the student ID code (IDALU). Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) The Consortium Data Bank
  58. 58. Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 The goal of the Consortium Data Bank has been to offer unique and reliable data... ...in a safe environment with user access control... ...linked to the rest of the Consortium data... ...and as a product ready for immediate user’s use. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) The Consortium Data Bank
  59. 59. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Original (reference and transactional) data are imported into the Data Bank on a regular basis, using a data crawler robot, and in this process data are normalized to ensure the uniqueness of all data. The Consortium Data Bank
  60. 60. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 The Consortium Data Bank Then data are processed to allow 360° views focused on every Consortium activity significant item (student, school, etc.)
  61. 61. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Progressive transformation of office and personal data sources to corporate standard applications ensures reliability of data and increases the frequency of data imports. Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 The Consortium Data Bank
  62. 62. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal) Gestió de casos de maltractament Reconeixement de NEE Gestió de reclamacions Gestió d’ajuts menjador Gestió del programa EXIT Fons d’emergència social GEDAC - RALC BDC ... ... Anna Blanco Anna B.A. Blanco Ana BlacoBlanco, Anna Anna Blanco Blanco, Anna IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 Ana Blanco IDALU 544689 This allows fast development of customized data visualizations satisfying the needs of every Data Bank customer (units, staff, etc.) Ana Blanco IDALU 544689 The Consortium Data Bank
  63. 63. LEARNED LESSONS
  64. 64. About Records Management “System”: • Records (and information) management is a service, not just a system. • Records (and information) management should end always in an efficient information service. • "We are not an information service... We are the information". • Every information product will be better if it is complete (finished) and tailored to the user. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  65. 65. About Data-based management: • Providing a collection of documents-like-objects as information product is not the best answer to an information need, and significantly limits the quality of the service. Going beyond this limit means basing services design on data. • Focus on data is a must if you want to offer customized information products. • This involves to fight a second battle against some user’s feeling to consider information (often stored on spreadsheets) as a personal asset instead of a corporate asset. Break down information silos, even informal or personal silos, is the first step to build a successful corporate information service. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  66. 66. About system’s sustainability: • Efficiency in the development and implementation of a records and information management system is the key factor to offer successful services. Efficiency should therefore guide the construction, implementation and maintenance of the system. That means: • Invest a rational effort designing and developing the system • Justify this investment as soon as possible with tangible results • Offer better and more powerful information products • All solutions had an expiration date, and must be reevaluated periodically. • Change cannot be imposed. Change managemente needs time, patience, perseverance and burning one stage after another. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  67. 67. About the information governance system: • An Information Governance System is an observatory for monitoring, analysis, planning and development of new solutions. • The System must provide a global vision to ensure: • Standardization and quality of data on its creation time • Reuse and relationships between data on access time • But, at the same time, System should be able to be implemented in different technological platforms, taking care of specific needs of each process and its records and information flow. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  68. 68. About the results: • Our goal isn't to build systems, but to improve daily operation of our organization. • Records and information management systems should produce results in key processes. If they don't this, they are not useful for the organization. • To achieve this goal, work must not be done analyzing records or documents, but analyzing the decisions taken in the course of each process and the conditions in which they are taken (information flow). • In a data-driven world, records management often continues sacralizing the document. In fact, decision-making needs only reliable data, doesn’t matter its documentary form. If data are authenticated in its origin as structured data (for example using blockchain technology), document-like- object becomes an almost unnecessary formality. Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  69. 69. About the impact in decision-making: • Availability of on-time reliable data opens new perspectives in regard to: • Public policies design (Evidence-Based Policymaking). • Promotion of public services proactive actions. • Predictive analytics and artificial intelligence applied to public services. • Availability of real time data becomes a maturity test for organizations and their decision-makers. Specially in public sector, where it can often promote an overall rethinking of policies, services, strategic and operational work plans. • Application of artificial intelligence involves an even greater issue, given its impact on workloads and professional profiles. • Concentration of data into centralized, automated and open services harshly disrupts tacit power structures in organizations (often based on information monopolization in a few hands). Jordi Serra Serra - Data-based records management - 13º CONGRESSO NACIONAL BAD - October 2018 - Fundao (Portugal)
  70. 70. Muito obrigado Jordi Serra Serra serra@ub.edu 13º CONGRESSO NACIONAL BAD Bibliotecarios, arquivistas e documentalistas 25 de Octubre de 2018 Fundao (Portugal)

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