How to decide on the proper metrics for proving ROI of digital information administration

In a three-part post we will look at the critical role of metrics in monitoring the performance of your RM program and demonstration of the ROI of your electronic file management system.

For file and information management (RIM) professionals, it has always been a challenge to demonstrate to an organization the value of their work. Anyone who has worked in the field for a long time will be familiar with the chorus: “Management doesn't understand why records management is important!”

In recent years, the challenge has been to understand the value of RM To be demonstrated In addition, there is the emergence of electronic document and file management systems (EDRMS). As the volume of electronic information has increased, EDRMS has been a welcome tool in the management of records and non-records. Because EDRMS systems represent a large human and financial investment for businesses, there is a great deal of management control to buy and use.

Metrics are key

For record management professionals, this means additional pressure – not only to demonstrate the ROI of the EDRMS, but also to further the value of the RM program itself to demonstrate. Reliable metrics are essential to do this well, and the good news is that the electronic nature of EDRMS makes it easy to get metrics.

The bad news is that these metrics are often the wrong ones for the job.

For example, many organizations fall into the trap of looking at typical software metrics such as the percentage of employees using the system. The bigger the number, the better we are, right? Not necessarily. In most organizations, management-level employees are most likely to keep official records of their electronic communications. If one of the goals of your EDRMS is to keep more official records in a managed electronic repository, you may not get the best feel for it just looking at the full user record. Monitoring the use of your EDRMS specifically among management level employees is a much better way to determine if more of your official records are being held in your EDRMS.

Why Choosing the Right Metrics is Worthwhile

This example shows the careful consideration required in choosing metrics to evaluate an RM program and an EDRMS implementation. Many metrics are usually required. It is important for everyone to be clear about the benefits of the actions or results that are being measured. This will help you decide if this is the right metric and how often to look at it.

Choosing the right metrics takes time, but has many advantages:

• It is easier to demonstrate value to management and raise additional funds when needed.
• Knowing what works and what doesn't make your RM efforts more focused and effective.
• Analysis of your program will be more efficient. Nothing wastes time than debating or chasing red herrings caused by the wrong metrics.

In the following posts we will take a closer look at how to choose the right metrics for your RM program. as well as some of the most important metrics to consider when evaluating your EDRMS.

Next steps