Because of the silo of retention for these blueprints, they were only able to access them while at the bus barn. A new official at the school found this situation ridiculous as he attempted to review all of the facilities under his management. He would have to call to the bus barn and have a copy of the correct print sent to him via his phone. The situation was exaggerated because there was only one individual who knew how to find the appropriate record.
Even though this situation was at a school corporation it is replayed in organizations everywhere. Here are some best practices that you can put in place today:
- Provide immediate, necessary access.
- Reduce the number of silos where records are stored.
- Enforce uniformity in the naming of the records.
- Eliminate the subject matter
To avoid finding yourself in a situation like this school corporation, find the bottlenecks in the accessibility of your records from silos, to the gatekeeper, to the appropriate keys. This process is simplified through technology since it was the manual intervention and monitoring that got you there in the first place
Records are required, they just don’t have to be a risk. Contact us to see how we can help you.