This case study highlights a real-life small business plagued with an excessive amount of electronic records on their network and the specific actions that were taken to reduce clutter through pre-defined categorization (based on company departments). This case study is the third in a series of 7. Visit my profile to view the others.

2. What is Electronic Records Management?
The management of a company’s established protocol for its
digital or electronic files/records. Protocol includes the
identification, naming, assignment, storing, archiving and
purging of electronic records.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

3. Electronic Records Management
Identifies where to
electronically find
information to do the work
defined
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

4. The Problem
As the CEO of a successful 30-year-old non-profit organization, Geoffrey
considers himself to be both business and technologically-savvy. He was
especially excited about the new direction he was working toward—a
paperless office. Geoffrey courted several I.T. companies in hopes of finding
the optimal document imaging solution.
However, what Geoffrey did not realize was that he would have to first have a
better structured e-file management system before any I.T. company would
be able to develop a customized solution for them. With well over 5,000
electronic documents to sort through, the document imaging solution would
be a costly one and without the full support and cooperation of his staff, the
project was sure to be a failure.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

5. The Problem (cont.)
STATISTICS
- Total Main Folders 136
- Estimated Avg # of
Files per Main Folder
40
- Estimated Total # of
Files to Organize
5,440
 Excessive E-File
Duplication
 No Restricted File
Access
 Time-Intensive
Document Retrieval
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

6. The I.T. company that Geoffrey chose to develop his non-profit’s
document imaging solution referred him to us. We were asked to help
Geoffrey and his staff identify and put in place a structure for their
electronic files that would make document retrieval easier and also give
them the search and index info needed for the upcoming document
imaging solution.
After reviewing their organizational chart and conducting staff interviews
we were able to:
How We Helped
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
Take an
inventory of all
electronic
document
types
Purge
unnecessary
and duplicate
files
Identify who
should have
access to which
electronic
documents
Group electronic
document types by
organizational
chart departments

7. How We Helped (cont.)
Organizational Chart Review
Staff Interviews
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
INTAKE CORPORATE ASSOCIATIONS EVENTS &
PROGRAMS
COMMITTEES ACCOUNTING LOGOS &
PHOTOS
MANAGEMENT COMMUNI-
CATIONS
INFO TECH
Applicants
Award Presentations
Statistical Reports
Application Forms
Application
Checklists
FAQs
Applications
Pre-Qualification
Catherine
Corporate
Directions
Corporate Lists
Corporate
Purchasing
Activity
Score Cards
Lilian
(Geoffrey)
Harvard
University of
Chicago
Tuck
Kellogg School
ASME Conference
Business
Consortium Fund
Lilian
(Geoffrey)
Event Type
Program Type
Workshop Type
Venues
Event Planning
Michael
Committee Name
Board of Directors
Committee
Info General
Anthony
Vendors
Customers
Cash Receipts
Budgets & Reports
Quick Books
Equipment
Trades
Online Merchant
Account
Michael
Henry
Logo Types
Sponsor Marketing
Collateral
Photo Types
Signatures
Marketing Collateral
Anthony
Michael
Standard Operating
Procedures
Office Space
Forms
Employees
501c3 Info
Calendar
HR
New Hire
Information
Staff Meetings
Internal
Tiffannie
(Geoffrey)
eBiz
Annual Reports
Presentations
Public Relations
Newsletters
Bios
Correspondence
Success Stories
Constant Contact
Anthony
Software
Equipment & Inventory
Backup Schedule
Phones
Passwords
Website Info
Data Lists
Ports
IT Proposals
& Invoices
Anthony
Areas shaded in grey represent collective groupings of
individual sub-folders. For example, “Committee Names” is
used to indicate that under the COMMITTEE main folder,
there are several sub-folders for each type of committee (i.e.
“Procurement Committee”).

8. Value & Results
E-Document Imaging Readiness
E-Document Protocol
E-Document Retrieval Time
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

9. As a result of the electronic records
management system we were able to
implement, this non-profit:
• Reduced the number of main file folders on the
network by 92%
• Saved $10,000 in preparing for the future document
imaging software by hiring us as opposed to the
selected I.T. company (this was outside of their core
service)
• Automated a lot of their e-documents thereby
eliminating the need to scan several boxes of paper
files—this also saved them from having to hire a
potential part-time scanning assistant with an hourly
pay of $15.00/hr
• Assigned file administrators to each grouping of
files and documented future file maintenance and
protocol to ensure that all staff was on the same
page
• Decreased amount of time to retrieve documents
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
AFTER
Results

10. Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)
File Folder Administrators
Melanie
Jonathan
File Folder Description
The “Logos & Photos” folder houses all
digital logos, photos, and images used
for marketing collateral.
File Folder Housekeeping
1. All photos must be named by the
name and date of the person, place,
or event.
Example: IMG_0987 is now:
Geoffrey Board of Directors 02-18-
07
2. Delete all files that are no longer
useful to the
3. Archive the previous year’s data.
Example: At the end of 2007,
transfer all photos taken in 2005 to
the Archive files.
File Folder Archiving
1. Digital photos consume a large
amount of server space. Retain two
years of historical photos.
Logos & Photos (example file folder)
2. Only move and archive logos once the
client has provided a replacement logo.
3. All other data should be transferred to the
archive folder located on the F:drive at F:Z
ARCHIVE FILES.
4. At the end of each calendar year, remove
the photos necessary to ensure that the last
two years worth of historical data remain.
File Folder Specific Protocol
1. Sub-Folders are organized by: Photo Type,
Logo Type, Digital Signatures, and
marketing collateral.
2. Each sub-folder representing a specific type
of photo can be further sub-categorized
(sub-folder (2)) by like clusters of photos.
Example: The sub-folder “Photos Events”
may have a sub-folder (2) entitled “2007”
because there are several photos
associated with this one EVENT.
3. All other photos that do not
involve clusters should be
appropriately named and
categorized by the Photo Type.
4. All brochures, images for
marketing collateral, stationary,
and letterhead is located under
the “Marketing Collateral” sub-
folder.
5. Anyone desiring to add, delete,
or otherwise modify a photo or
logo document in the “Logos &
Photos” folder must first gain
clearance from the file
administrators.

11. Learn More Here
Hard-Drive Only Repositories
Misplaced Digital Records/Files
Slow Document Recovery
This case study represents one
portion of KasennuTM,
our revolutionary model for
creating sustainable business
infrastructure in fast growing
small businesses.
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)

12. Contact Us for more information.
www.eqbsystems.com
Questions?
Copyright © 2007—2016. Equilibria, Inc.
This case study is based on actual facts and data. In our efforts to uphold client confidentiality, we disguise and sometimes eliminate revealing data.
The illustrations shown in this case study are property of Equilibria, Inc. and is intended for educational purposes only. Reproduction and distribution for-profit is prohibited.
Equilibria, Inc. +1 (404-964-2978)