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Best Practices in Document Placement

Best Practices in Document Placement. OSU Federal Credit Union Corvallis, Oregon. About Us. OSU Federal Credit Union Original charter: Oregon State University faculty and staff Converted to community charter in 1998 5 counties in the Willamette Valley 45,000 members $375 MM .

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Best Practices in Document Placement

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  1. Best Practices in Document Placement OSU Federal Credit Union Corvallis, Oregon

  2. About Us • OSU Federal Credit Union • Original charter: Oregon State University faculty and staff • Converted to community charter in 1998 • 5 counties in the Willamette Valley • 45,000 members • $375 MM

  3. Introduction • Initial portal implementation: • Installation took place on October 12-13 • Portal release took place on December 13

  4. Objectives • Determining the best way to manage our documents as we move them to the portal • Organizing the documents so that they are easy to find • Maximizing search capabilities

  5. Methodology • Review of organizational documents • Document preparation for population into portal • Determining new locations for documents

  6. Review of Organizational Documents • Determined what documents existed on the system • Enlisted help of employee development department and department heads • Finance and Accounting • Employee Development • Human Resources • Safety and Security

  7. Document Organization • Previously had two major directories • “FSD” (Financial Services Directory) • “HR” • Both directories consisted of many large, unorganized directories • Many names still reflected WordPerfect naming guidelines (8 character maximum) • Responsibility to maintain directory was undetermined

  8. Document Organization • Previous Directories • Impossible to search • Old directories were navigated through using WordPerfect “Table of Contents” • Perpetuated training by legend • Employees would rely on word of mouth training other than the documents that would explain procedures • Outdated forms • No centralized “command” for documents, new documents would be created where other existing documents would suffice • Incorrect information

  9. Document Organization Renamed all documents to reflect document’s purpose Divided list, sent out to various employees within CU Employees sent back lists with feedback on: Document usage Possible keywords Related commands Alternative names

  10. Document Organization • Restructured directory • Eliminated over ½ of documents in “HR” directory • Documents were located with functional area: I.E., check requests, payroll documents with Finance and Accounting Safety and Security documents with their respective pages Employee benefits information with Benefits Page

  11. Document organization Set aside documents that applied to products and services of OSU Federal Looking forward to implementing these documents and solutions in the new Products and Services module In the meantime, we created an Employee Resource Center and an Employee Survival Guide for replacement of outdated “FSD Directory”

  12. Employee Resource Center Central location for all files that relate to products and service • One page for all documents that are related to share products • One page for all documents that are related to loan products • Rest of files under “Miscellaneous files” (most of which will be relocated to department workgroups within the next two months

  13. Employee Resource Center Pages • Three main pages: Loans, Shares and Miscellaneous • All forms, procedures and documents related to each type of product or service on one page • Document names on the left-hand side, document descriptions on the right • If the documents were placed in a document list island, the islands would be too long

  14. Employee Resource Center Pages

  15. Loans Information Page

  16. Search Results With document descriptions, more likelihood of finding documents using “Containing Text” search option as well Staff have commented on saving much time with combining the central location of the employee resource center with the functionality of having private pages Search time for documents has decreased over 50%

  17. Employee Education “General Instructions” page prepared to contain “Tip of the Day” as well as basic portal vocabulary and “Searching Tips” Advanced portal users trained employees initially, then did follow-up training specifically on: • Finding documents with search • Linking to documents on personal pages • (Greater detail on training methods in implementation presentation)

  18. Other documents • Departments that use their own procedures or update many files have their own folder on the portal server • Can link to documents for department purposes • “My Documents” feature turned off, only trained department managers have access to portal server for updating files • Allows them to serve as “gatekeepers” so that number of documents is kept under control

  19. Conclusion • Implementation of the new document system has • Made it easier to find documents—newer employees get used to the system in a shorter span of time • Searches are much more effective • Combined with the effectiveness of the linking capabilities, shrunk the learning curve significantly • Allowed us to revamp our document system to eliminate unnecessary files and folders • Made it easier to determine who will be responsible for documents and upkeep in the future

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