In addition to satisfying legal and regulatory requirements, accurate technical records can save a company hundreds of thousands of dollars in material and equipment costs, eliminate hundreds of hours of rework, and in some cases, have significant safety implications.
Our client operates in an industry that is tightly regulated and under government and public scrutiny for technical records management practices and safety. They knew they needed to change the way they managed technical records but they needed help putting together a plan to get them from their current state to where they wanted to be. In addition, they had a tight internal deadline for defining a path forward, and they were not sure they had the time needed to assess how records were currently managed in their multiple facilities outside of the United States.
They asked Access Sciences for help.
Access Sciences worked closely with the client to develop a data-gathering approach which accommodated client time, travel constraints, and cost concerns. We used their video conferencing facilities at their headquarters location to interview subject matter experts in various locations outside the U.S. We saved the client the time and money we would have needed to travel to various facilities while maintaining the level of engagement found in face-to-face interviews.
In addition to interviewing subject matter experts, we also reviewed existing records management standards and policies to document how their multiple facilities and departments were currently managing technical records and to identify gaps with corporate standards and requirements. Next we provided them with a list of prioritized initiatives to address the gaps together with an estimate of the required resources for each initiative. And, third, we worked with them to present the business case to executive management to secure funding.
As a result of this project, the client gained an understanding of the cost of current practices in terms of penalties, inefficiencies, duplication of effort, and inability to find trusted technical records when needed. It provided the foundation of a compelling business case for executive management on the need to move forward with identified improvements.
As an added benefit, key stakeholders who went through the assessment process changed their perception of the value of technical records management beyond regulatory and corporate compliance. They understand real efficiencies and cost savings can be gained by treating technical records as a valued asset.
November 2, 2017