Document Management KPIs

Purpose

The purpose of these KPIs is to assist Document Management staff and management optimise throughput thereby helping reduce costs, and maximise profit. They provide pointers at the operational performance of the business, both as a single network entity and broken down into specific, relevant elements. KPIs use either a single parameter or a combination of parameters, often generated automatically by 'counters' whereby the output is a comprehensive performance indicator in itself. These counters can be built into the documents themselves, often through the use of structured templates, the document management systems or programmed individually to suit local requirements.

Scope

The scope of these Key Performance Indicators is limited to activities, as defined by the organisation, to lie inder the relevant business area. However the data used by and/or collected by the counters and measurement tools could originate from anywhere within - or without - the business. Each individual KPI is reviewed to assess it's "fitness for purpose" on a periodic basis as defined by the KPI owner. This is a temporary message - once each individual 'scope" document is written, it will be replaced within the coding that produced this KPI document.

Definitions

Each KPI is described by the following items: A measurement type can have several sub-counters; therefore the used sub-counters are listed in brackets with following meanings as examples:

Not all Definitions apply to every KPI.

Note that when the average of a series of inputs is calculated, this is taken to be the arithmetic MEDIAN.

Measurables

KPI DM1 Document Update Frequency KPI DM2 Legal Discovery Time KPI DM3 Mis-Stored Documents KPI DM4 Redundant Documents KPI DM5 Dormant Documents
KPI DM6 Document Storage Costs (Paper) KPI DM7 Document Storage Costs (Electronic) KPI DM8 Electronic Document Ratio KPI DM9 Off-Server Documents KPI DM10 Searchable Documents
KPI DM11 Find Success Rate KPI DM12 Enterprise-Wide Duplications KPI DM13 Mis-classified Documents

Details

KPI DM1 Document Update Frequency
Target Value N/A
Frequency
Description Average frequency of updates of documents.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range Days
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM2 Legal Discovery Time
Target Value Minimise
Frequency
Description Time to respond to legal discovery of records.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range Seconds
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM3 Mis-Stored Documents
Target Value Minimise
Frequency
Description % of documents that have not been stored in the appropriate document management systems.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM4 Redundant Documents
Target Value Minimise
Frequency
Description Number of documents that have not been removed/deleted (from the system) after end-of-life.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range No Units
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM5 Dormant Documents
Target Value Minimise
Frequency
Description % of documents that have not been accessed for more than a specified period.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range No Units
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM6 Document Storage Costs (Paper)
Target Value Minimise
Frequency
Description Document storage costs (paper).
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range Local Currency
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM7 Document Storage Costs (Electronic)
Target Value Minimise
Frequency
Description Document storage costs (electronic).
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range Local Currency
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM8 Electronic Document Ratio
Target Value Maximise
Frequency
Description Ratio of electronic to paper master documents.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM9 Off-Server Documents
Target Value Minimise
Frequency
Description % of documents in non-enterprise repositories: Percentage of documents in non-enterprise repositories (e.g. CDs, thumb drives, PC hard disks, email accounts).
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM10 Searchable Documents
Target Value Maximise
Frequency
Description Percentage of enterprise documents accessible to the search engine.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM11 Find Success Rate
Target Value Maximise
Frequency
Description Percentage searches within measurement period resulting in a document being opened.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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KPI DM12 Enterprise-Wide Duplications
Target Value Minimise
Frequency
Description Percentage of duplications/document variations within a repository or across repositories. Includes hard copies of electronic masters.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment Where a centrally stored electronic master exists, it should be encouraged that users access this copy rather than receive or request hard copies.
Process

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KPI DM13 Mis-classified Documents
Target Value Minimise
Frequency
Description Percentage of documents wrongly classified, or not allocated a defined security classification.
Formula
Counter Descriptions
Object Class DOCUMENT
Tools
Unit Range %
Trigger
Terminator
Review Period
Owner
Remarks & Comment
Process

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Page Last Updated: Saturday, May 5, 2012 8:03 PM