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Created in partnership with ARMA International 1
Building a Case for Digital Migration
Anna Stratton
Director, Information Management
Southwest Solutions Group
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Learning Objectives
Upon Completion of this web seminar, participants will be able to:• Identify and develop a value proposition for
digital migration• Conduct an assessment to validate your
objective• Assess potential obstacles• Present the plan to upper management
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Value Proposition
A value proposition is a business or marketing statement that summarizes why a customer should buy a product or use a
service
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Value Proposition
• Who is your customer?– Specific department– Specific record series– Operations influence– Financial influence
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Value Proposition
Speculation Versus Trigger Events• Speculation
– Cost driven– Personal preference– Perceived benefit
Build on speculation initiatives to gain support for a full assessment
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Value Proposition
• Trigger Events– Relocation or existing space restrictions– New technology– Changes in regulatory or compliance
requirements– Business process changes– Litigation/risk event
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Value Proposition Example
“Reduce the physical space requirements and associated costs utilized for the storage and maintenance of paper
records”
• Initial Value• Recaptured space• Cost reduction
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Value Proposition - Related Data
• Lean tool considerations– Wasted movement– Wasted human talent
• Security• Disaster recovery• Increased productivity• Accessibility• Extended talent pool (mobility potential)• Revised workflow processes
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Good Data = Good Decisions
• Data may not always support your value proposition
• Data can alter your value proposition
• Data can reveal opportunities to address critical items
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Conducting a Digital Migration Assessment
Avoid two dimensional or one-to-one comparisons
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Conducting a Digital Migration Assessment
Establish a baseline/existing conditions
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Conducting a Digital Migration Assessment
Cost is always a factor
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Conducting a Digital Migration Assessment
Identify data units
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Digital Migration Assessment
Baseline Example– Space– Archive– Volume– Resources– Processes– Risk
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Digital Migration Assessment
SPACE – sample data units– Square feet– Lineal feet– Equipment units (cabinets, shelving, etc.)– Location – Condition
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Digital Migration Assessment
SPACE – sample data units
Hard cost vs. soft cost
Hard cost = actual fiscal expenditures• Cost per SF• Utilities• Security• Delivery• Equipment
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Digital Migration Assessment
SPACE – sample data units
Soft cost = time, efficiencies, risk• Retrieval time• Interfiling• File maintenance
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Digital Migration Assessment
Potential Soft Cost PrinciplesGenerally Accepted Recordkeeping Principles®
–Integrity–Availability–Protection
LeanSix™ principles– Wasted movement– Wasted human talent
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Digital Migration Assessment
Assessment Review• Identify all data that is relevant to your value
proposition• Collect data in units • Document soft cost data• Acquire historical data (1-3 years)• Identify potential obstacles
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Potential Obstacles
“Ask,” don’t “tell”• Ask anyone who may be affected what they
think about your “potential” proposition• Reinforce that you are gathering data that can
be objectively evaluated • Let them know their input is valuable• Identify areas you may not have considered
for your data collection
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Potential Obstacles
1. Resources
2. Resistance
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Potential Obstacles
• Resources– Initial project cost– Ongoing cost– Personnel requirements– Technology and infrastructure capabilities
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Potential Obstacles
• Resistance: socioemotional factors– A sense of loss
“I’m comfortable with how things are done”
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Potential Obstacles
• Resistance: socioemotional factors– Fear
“Will I be able to do my job in a new way?”
“Do I have the skills required?”
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Potential Obstacles
• Resistance: socioemotional factors– Exclusion
“Will my needs be considered in the solution decision?”
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Core Information
• Accurate baseline snapshot– What does it look like now?– What does it cost?– What is the workflow process?– What is the risk?– What is the forecast if nothing changes?
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Core Information
• Multiple solution options– Don’t leave out “unlikely” options– Always include the “do nothing” option
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Core Information
• Use your data– Graphs, numbers, dollars– Comparison statistics – Production statistics
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Core Information
• Wrap it up– Make a recommendation from the list of
solution options– Validate your recommendation with data– Provide short & long term plans for
execution
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The Business Case
• Document Sections– Objective– Executive summary– Existing conditions (baseline)– Uncovered deficiencies– Solution option recommendations– Conclusion
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Conclusion
• Develop a value statement• Have pre-assessment conversations• Gather as much unit data as possible • Use your data to develop multiple solution
options• Write your presentation/document to show
the full story of where you are today and where you could be in the future
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Can you eat your cake and have it too?
Digital migration does not have to mirror the cake conundrum. We can do
something between all and nothing. The key is to start.
•Anna Stratton•Director, Information Management •Southwest Solutions Group
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Questions?
or
This web seminar coordinates with the following article in the September/October 2013 Information Management magazine: “[Link Title Here]”
