Creative Design Blog #6
Problem Statement:
There is a need for electronic filing of Payroll Files within the Payroll Department. The current files are in electronic format and the files that will be concentrated on will be everything that is in the storage room that needs to be converted from paper files to electronic file using a equipment readily available. Management have been consulted with and they agreed to run this a Pilot Project. A budget was made available to this project in the amount of $15,000 which includes the hard drive, scanning equipment, one (1) temporary employee who will do the work for a period of three months. This project is massive and we will begin with the Pay Files dating back to 2010 or thereabouts.
Planned Approach:
Phase I: Meet with Supervisor (Chief Financial Officer) and plan course of action. Request for a budget to start project.
Phase II: Purchase of portable scanning equipment, portable hard drive storage device, hiring of one (1) temporary employee who will scan and name files according to layout of electronic filing system. I will also assist with the project and my salary will not be included in the budget for this project.
Phase III: Develop a policy for Access to files.
Phase IV: Begin project with Pay Files from 2010.
Phase V: Assessment, Evaluation, Maintaining of files
Phase VI: Forecast a new budget to begin each finance office: Accounts Payable, Accounts Receivable and Grants Office.
Creative Strategies: (Progress Notes) and creative process:
UPDATE: Equipment order. I encountered ordering issues internally and externally. Internally, the IT Department had to review the order because it was technology equipment. They ensured that I got the best price for the item that I was ordering using the State and Government price listing. Took longer than I had expected.
When the scanning equipment was finally ordered, the item I ordered was out of stock. I had to be creative and came up with a back-up plan. I will be using my office scanning equipment plus the copier machine that has the capability of scanning large documents and emailing function. The tricky part to this is that before moving on to the next paper file packet, we now have to name the file before continuing. As the back-order is received, we will use that equipment. Currently, we are subjected to staying late in the office (after hours) to use the big copier machine. But good news: it's working!
RESOURCE Links:
https://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-
naming
https://www.nist.gov/document/electronicfileorganizationtips-2016-03pdf
Reflection:
As I reflect on my progress, I figured that I would be farther along but I ran into some minor snags that can be worked out. I just have to be creative in my process to keep my project moving. The safety aspect of the entire project is a huge motivator for me. I would like for our department to be cognizant of the amount of paper we are storing within the filing room. We have purge records from at least five years on back. With Payroll Records, some of these records have to kept for 30 years, i.e. Workmans' Compensation. I will continue to work on this process.
Next Steps:
Will begin scanning documents and naming the files onto the portable 2T Storage Device. Once the scanning and naming of files occurs, I will include the current files onto the storage files and make two copies. One will be kept in the CFO's office and one in the Human Resource Department to meet records management requirements. I am looking forward to how this will be maintained for future records.
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Creative Design Blog #5
- My creative post for Blog #5 is difficult for me. The problem that I will be addressing will be work-related. I have some control of the issue but not the entire problem that I will be addressing. As a trial, I will be scanning old file documents going back at least 5 years. This will be all payroll files. Since 2011, our company has been able to store all payroll processes in digital format. We are also able to run a variety of reports using Crystal Report Writer. The progress that I have made so far is ordering the equipment to start the project. It may not come to full fruition by the time this course ends but we will definitely attempt and continue until we can convince management that we are able to store file records into electronic format.
Framing the Problem:
The main issue that I am experiencing is finding a format for electronic filing. I have taken a course in managing data, metadata, etc. will meet with some experts who might be able to guide me in the right direction. The workforce to do the job have identified, the amount of data to be saved also has been identified.
Creative Strategies:
- Start with recent files - scan, name, and refile paper documents (mark each box as they are completed)
- Work backwards - newest first to the oldest
- Purge paper documents (get approval) for the years that won't be scanned
- Develop a system in writing of how to scan, file, work with the IT team to get a secure network or large databank to store the Payroll/Business Office information
- Order all equipment: high speed scanner, extension cords, set up (2) computers in the storage room to take care of this task.
- Projecting a two-scanning session and naming and re-evaluate progress. Get buy-in and input from management.
- Decide how paper files will be stored or purged. We may need to order the Shredder company to come out and shred documents on site.
- Reassess and re-evaluate with management and team members from the business office.
Progress:
- What was your specific goal during this? My goal was to create digital files of payroll files for easier access and to open up space in the Storage Room. Did it change? It will change but I haven't begun the process of today. The planning process is lengthy and getting approvals is taking some time. I anticipate that we begin our project by this week.
- What materials/ideas/issues/resources were you working with? The high speed scanning equipment is still on order and several portable large digital storage devices are also on order. The company hired one temporary worker to start the process. We have everything arranged to begin.
- How long did you spend? The process has taken four weeks of discussion, approval, preparing, ordering. Where were you? I feel that we are in the beginning stages and continue to wait on products ordered. Who were you with? I have one temporary employee who will be assisting me on this small project.
- What constraints did you have? The constraints that I have is time. I am a full-time employee and a full-time student carrying 15 credit hours. In my spare time, I am working on homework. Other times, I have to answer the call of my domestic duties, family time and holiday time. It's all juggle. My Supervisor understands this and so she was gracious to hire me an assistant.
- Did you feel a sense of time pressure? Yes, I feel very pressured. Or loose track of time? I did lose track of time since Spring Break and also got sick due to my allergies and trying to catch up now.
- What influenced you? My idea to do this project has been a pressing matter going on seven years since I started working here. The company I work for are pack rats. They are horders. We purged once since I started working here. What ideas inspired you? The idea came directly from Record Keeping Laws. It mandates you purge records every three years. What ideas did you reject? The idea to buy a storage container was thrown out. It's like moving the information from one place to another and clearing out to make room for more paper files.
- How did you feel over time? I am feeling confident that it will get done and I am not nervous anymore. I am curious to see what the final product will look like and what type of benefits we will reap from this huge task. I am pleased with the progress.
- What was challenging? The challenging part is getting the buy-in from the IT Department because of the equipment we have to buy. They felt it is their department who should evaluate the problem and come up with a suggestion. That's where we got stuck for a moment. My Supervisor finally told them it is coming out of our budget so we finally were able to move on the ordering of the scanner.
- How did you iterate, revise, change or improve? We will re-evaluate at the end of the project. We are leaving room for improvement and suggestions.
- To what extent did you end up meeting your goal? We are a quarter of the way. The approvals occurred, the equipment is ordered, the temporary worker is hired and we are waiting now waiting on the equipment. In the meantime, we have to come up with a standard filing system. I received a lot of suggestions but I am not to keen on their ideas because they won't be the ones working with the filing system in terms of saving and retrieving.
Reflection
This process has been a learning process. This is the very time, within the company, that anyone has ever attempted this type of project. We are starting out small but in time, perhaps the rest of the company may be required to do the same. I am hopeful and at peace with the project and feel it is a worthwhile project. I see many benefits especially for physical storage space. The issue at hand is safety. I am most concerned about everyone's safety who enters this room and currently it is a fire hazard and needs to be rearranged, cleaned and thoroughly re-planned and reorganized.
Where do I go from here?
I will wait for the equipment to arrive. If the equipment does arrive by this week Friday, I will go ahead and use the copier that has the ability to scan in large quantities and can be emailed to me. This is my second option but we only have one large copier/printer/scanner/fax machine.