Join us at CHARM

Metataxis will be attending the next CHARM(Charities Archives and Records Managers Group) meeting along with Caroline Sampson from The National Archives to talk about the new recordkeeping guidelines developed for the charities and voluntary sector. Focussing particularly on full lifecycle management, the Management Framework for Retention and Transfer has been developed specifically for the charities sector.

Metataxis has been pleased to work in collaboration with The National Archive to develop the Framework in close consultation with professionals from the charities and voluntary sector. The project to develop the Framework gave us numerous opportunities to have lively and informative discussions about retention, transfer and general information management practice with many working in the charity sector. So, we are very much looking forward to attending the next CHARM meeting on the 10th of October. If you wish to attend visit the CHARM website to contact the organisers.

Metataxis on G-Cloud 11

Metataxis are pleased to announce that public
sector organisations can again access our services through the latest G-Cloud
11 framework.

Cloud services, such as O365/SharePoint Online,
require careful planning, design and governance to be successful; however all
too often this is just seen from a technical perspective rather than one based
on the information and the user.

Metataxis can help organisations meet these
information management and information architecture challenges that make the
difference in being able to support long term adoption and deliver real value.

Metataxis offer a number of services on the
G-Cloud:

Information Architecture

Information Management

Information
Discovery

GDPR
Compliance

Content
Migration

Training

If you would like any further information then
please contact us.

How Marie Kondo is like a ROT analysis

Redundant. Obsolete. Trivial.

Love it or hate it, much column space has recently been given to discussion of Kondo’s Netflix show “The Life Changing Magic of Tidying Up”.  From angry flame out wars over the immorality of destroying books, to the Millennial-blaming accusations of curatorial-consumerism, Marie Kondo is the home organisation consultant everyone is talking about. While “sparking joy” might be a little too esoteric an approach to your information, the idea of rationalising your systems and file shares this way is very similar.

If you are working with a messy, bloated system where categories are blurred, a ROT analysis can help to sort through what needs to be kept and how things should be organised. So what is ROT?

Redundant

Redundant information often involves duplication. Duplication of documents and folders is common when folder structures have not been centrally managed. There may also be multiple versions of documents with minor variations that are no longer needed.

Obsolete

Some information you hold will inevitable be out of date, whether this is because it relates to a business activity you  no longer undertake, because it has been superseded or is incomplete. Obsolete data may include technical guides for products and services no longer offered, past procedure manuals or old contacts lists that have not been kept up to date.

Trivial

Trivial material will be of very low level value to the organisation. While this data might be valuable to one individual for a very short period of time, they do not provide much in terms of business insight or compliance evidence. Examples of records of trivial value are meeting room bookings or personal daily to do lists.

From watching “The Life Changing Magic of Tidying Up” you get the sense the Kondo method is labour intensive. This is true also of a ROT analysis. There are tools that can help you along the way, but ultimately you will not be able to escape having to make decisions about what to keep and where. And if you want to  prevent ROT from building up again, it is best to have a plan for how to manage information going forward.

If you want to  know more about how to conduct a ROT analysis, what tools can be used to conduct a ROT analysis, or how to set up an Information management programme to prevent ROT accumulating in the first place, get in touch with us.

Metataxis has years of experience as information organisation consultants, pragmatic about coming up with scalable solutions that suit your requirements, and we won’t make you ask if your information ‘sparks joy’ – unless that’s what you want.

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It’s good to talk

We are often engaged by our clients to help them develop a strategy for managing their information.

It should go without saying that understanding the information requirements means understanding the business.

Being a consultant does not mean having a cursory conversation and then magically producing a boilerplate strategy out of your back pocket.

Being a good consultant means…well, it means consulting, and then applying your knowledge in the unique context of the organisation you’re working with.

Understanding this context means spending time talking to people, not only those at the top with the ‘vision’ but also spending time with those on the ‘frontline’ who deal with the day to day and who make the organisation tick. These are often the ones who suffer the most from poor information management, wasting time looking for the information they need, redoing work or relying on out of date or inaccurate information.

Gaining this overview right across the business – understanding how it works and the constituent entities that make up the domain (to go all information architecture speak) gives valuable insight and often gives us a better view of the enterprise than those within it.

Only by doing this can you then understand the business, how information management can help and what the strategy should be.

An invaluable by-product of the time spent talking to people is that you have started one of the crucial aspects of the strategy implementation before it is even written – change management. Talking to people means that you have already started engagement and staff will be more willing to accept change and act on it if they feel their concerns and issues have been listened to and are being addressed.

It really is good to talk.