This past weekend, I (Traci Jervis) went to IKEA in order to talk to someone about a new kitchen. I tend to avoid IKEA: it’s gigantic, causes sensory overload, and I can never find my way out. Invariably, I take a turn that I believe will take me to where I want to go, only to end up in Children’s Furniture, Glassware or surrounded by throw-pillows. It takes way too much time to find my destination because I have to navigate the sheer size, number of departments, and the plethora of distractions barring my way.
Now, what does my trip to IKEA (and the large glass of wine that followed), have to do with our e-file assessment update? They both present situations where the structure works for some people, but not for others. For those who are used to navigating the myriad of turns and corners, the system makes sense and items are easy to find; it still takes time to get to where they are going, but they at least know the general direction. For those who are not familiar with the layout, it can be frustrating and time consuming, so much so, that a person just gives up.
Over the past month or so, I have been meeting with different people regarding our e-filing system. For most people, it seems that the current filing structure mostly works, but that there could certainly be improvements. For example:
- Many documents on the I-drive probably need to be deleted, but there is uncertainty about what can be thrown away;
- Some folders were created, but are not used;
- It is difficult to navigate through programs other than your own;
- Documents have to be saved in multiple locations so other divisions can have access.
My plan is to continue assessing our current state. With our pending migration to Accela (and hopefully a Document Management System), we will probably have to do some electronic file clean-up, but more to come on that topic. For now, if you have any thoughts on our current filing system, please let Traci Jervis know.