Moving to a Paperless Electronic Documentation System - Seeking Ideas

W

WALLACE

#21
The cost of attempting a paperless system

Just a thought regarding the cost associated with attempting to gain and implement a paperless.
IMO FWIW, Purchasing the software appropriate for your needs (In this case Mind mapping software), the cost associated with the time creating and in-putting the information into your software system and, making it available office or organization wide, either on a single source PC or intranet wide.
Does this seem way too simplistic or what?
Wallace.
 
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Peter Fraser

Trusted Information Resource
#22
WALLACE said:
Just a thought regarding the cost associated with attempting to gain and implement a paperless.
IMO FWIW, Purchasing the software appropriate for your needs (In this case Mind mapping software), the cost associated with the time creating and in-putting the information into your software system and, making it available office or organization wide, either on a single source PC or intranet wide.
Does this seem way too simplistic or what?
Wallace.
Wallace

A word of warning - the cost of maintaining such a system is often vastly greater than the cost of setting it up. We find that many organisations choose to use (eg) Word, Excel or Visio because they can define their processes relatively easily at the start, but they then find that making changes and imposing any kind of consistency and corporate standards for presentation is nigh impossible as time goes by.

And even the way that the electronic system is generated and managed can have significant overheads. So the initial cost of the software has to be balanced against the resource required to maintain the system, and the downside of inconsistent format.
 
W

WALLACE

#23
Paperless system

Peter,
Thanks for your experiential in-put.
I'm in the realty zone when it comes to realizing a paperless system. Were not quite there yet, however, I can only speak from experience that, by using appropriate software and networking it throughout an organization, causes in the long run, a cost saving regarding data management.
Relating to the software that I'm using to accomplish my goal of a paperless system (For the most part). Please feel free to have a look at the program at www.visual-mind.com you can download the program and try it for 30 days free.
Wallace
PS. Are you an Aberdeen FC man?
I'll forgive you if you are Peter, that's something coming from a Glasgow blue nose.
 

Peter Fraser

Trusted Information Resource
#24
WALLACE said:
Peter,
Thanks for your experiential in-put.
I'm in the realty zone when it comes to realizing a paperless system. Were not quite there yet, however, I can only speak from experience that, by using appropriate software and networking it throughout an organization, causes in the long run, a cost saving regarding data management.
Relating to the software that I'm using to accomplish my goal of a paperless system (For the most part). Please feel free to have a look at the program at www.visual-mind.com you can download the program and try it for 30 days free.
Wallace
PS. Are you an Aberdeen FC man?
I'll forgive you if you are Peter, that's something coming from a Glasgow blue nose.
Wallace (or are you the Lone Ranger?)

Fit like, as we say in the North East.

Even if I was an AFC fan (rugby is my game, although Scotland aren't doing too well there either), I wouldn't admit to supporting AFC in their present state - the concept of "quality" seems strangely alien in their context! Lots of room for continual improvement, though.

I am interested in the idea of using mind maps for this. I know of a number of folk who swear by them, but I have found that they often work better for the people using them rather than for other viewers. It may be the fact that people's minds work in different ways. We use a simple two-level list structure for process definitions with a supporting document register, both having a group / item format. It means that you can structure the group level to make it easy for a viewer to find the "section" they want, and the numbering structure then determines the sequence.

Links to documents (forms, checklists, work instructions etc) are easy if they exist on the network - the trick can be in defining the processes in such a way that they are "integrated" into a cohesive system. One key point is that the published system should be readable in an ordinary web browser (although they are anything but "standard") - I don't like it when you need extra software before you can access the published system.

But you are right about an online system - data management is easier, the system is easier to keep up to date, and users actually use it!
 
M

Mustang

#25
WALLACE said:
Peter,
Thanks for your experiential in-put.
I'm in the realty zone when it comes to realizing a paperless system. Were not quite there yet, however, I can only speak from experience that, by using appropriate software and networking it throughout an organization, causes in the long run, a cost saving regarding data management.
Relating to the software that I'm using to accomplish my goal of a paperless system (For the most part). Please feel free to have a look at the program at www.visual-mind.com you can download the program and try it for 30 days free.
Wallace
PS. Are you an Aberdeen FC man?
I'll forgive you if you are Peter, that's something coming from a Glasgow blue nose.
:topic: Been to a couple games shown out your way a couple years ago. Have you made any NARSA conventions?
 
W

WALLACE

#26
Mind mapping interest?!

Peter,
Thanks for the banter, I sure miss it living here in Ontario Canada. :D

Peter, if your interested in the Visual Mind software (Let me know if you are), I'll arrange for complimentary seial keys to be forwarded to you (Just send me a private message and we'll go from there).
I have to say that, using the tools and techniques of PC mind mapping software has literaly revolutionized my way of organizing myself in either a business or personal manner. I too know of many folk who use widely available mind mapping software for business purposes. It's very clear though that, the tools and techniques of Mind mapping for business relating to the, creation, development and distribution of knowledge is and has been missinterpreted to the point of Mind mapping being seen as an off the wall form of communication.
I personally have had great success, sharing the Visual Mind software in particular with Businesses of all sizes who wish to explore the possibilities of making their particular information economy profitable to the point of realizing the continuous improvement opportunities related to standardizing their knowledge base through the tools and techniques of Mind mapping.
I have recently successfuly mapped out a quality system using Visual mind and, the success was realized by the registrar audit of the setup. The registrar has contacted me asking for more information regarding Visual Mind software, their interest was for potential use within their particular fields of QMS set-up and auditing.
Wallace.
 
W

WALLACE

#27
Peter,
I missed your off topic question.
Yes I occasionaly turn up for some Rangers matches (Usually Old firm games) and behave like a young hooligan (Some things shall never change).
NARSA, well I know all about those guys, my brother (Graham Tait) is the president of the Hamilton Ontario Rangers supporters club
Wallace.
 
M

Mustang

#28
It was me, not Peter...

I used to be a member of Motown Loyal in a past life. I'm sure I've met your brother. Hamilton has a nice club.
 
W

WALLACE

#29
Sorry

Sorry for the name mix up Mustang.
Motown Loyal? I know a few guys form there and, I've visited there a few times too, travelling from Sarnia. Do you know of Tam Plunkett?
Wallace.
 
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