Pre-Implementation Consultancy
The first stage of any consultancy is to analyze your current information and knowledge management work practices and procedures.
GMB’s consultancy team will perform this function on-site to review, analyze, process, redesign and provide a strategic solution.
Methods of Data Collection
GMB use three different methods to gather information during the Pre-Implementation stage. These methods are:
- 1. Records & Information Management System Overview
- Files
- Active files management
- File creation, tracking and movements
- File classification and numbering
- Housekeeping and culling practices
- Management of inactive records including box management
- Archiving and disposal/retention of records
- Documents
- Document/correspondence management system overview
- Loose document management
- Electronic document management
- Workflow management
- Registry Services
- Inquiry services and statistics
- Reporting abilities/limitations
- File storage strategies
- Information processing and distribution methodologies
- Equipment/stores assessment
- 2. Key Personnel Interviews
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GMB will conduct interviews with personnel involved in the Records & Information Management function at all levels. This will take a cross section of end-users, registry personnel and various levels of management. The purpose of the interviews is to identify key problem areas relating to the different needs of these personnel.
All interviews conducted by our consultants are performed in a friendly, non-threatening manner with as little disruption as possible to your daily routines.
- 3. Work In-progress Observations
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Work in-progress observations assess daily functions as they occur. This allows the consultant to obtain an accurate guide as to the specific elements involved in performing daily work practices and allows recommendations as to how they may be improved.
Summary of Findings & Recommendations
GMB can offer an independent assessment of your current system. GMB is pleased to work with you to determine what your requirements are and what changes should be introduced.
GMB will tailor the consultancy to ensure that the recommendations, budgets, time frames, resources plus short and long term goals are all taken into account when determining the corrective action and strategy to be undertaken. GMB's recommendations may include procedural, physical or technical changes and would include suggested time frames for implementation.
These agreed changes will be outlined in a written report and supplied to you shortly after the consultancy. This report will outline the major problems found, why they are occurring, as well as practical recommendations to corrective measures. Information will also be provided on potential issues that may arise if action is not taken.
The final report will also include a copy of the System Overview completed by your consultant as part of your final documentation. This will prove to be a valuable document that will include useful statistics and operational information, which may be used as a reference in the future. A summary of the major concerns and issues identified by your personnel during the interviews with your consultant will also be supplied.
