Custom File Plan Generation for Records Management
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Solution Overview
Problem
Current Records Management Systems (RMS) lack the ability to provide users with convenient and simplified methods for associating desired policies with entities of interest, leading to complexity in managing records.
Innovation Solution
The system maintains historical data on previously selected policies to generate custom file plans, prioritizing more relevant policies for users, allowing easy selection and application to entities, thereby simplifying the management of records.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If traditional RMS displays all available policies in the file plan, then users have access to complete policy options, but the interface becomes complex and difficult to navigate
Solution Approach 1:
The system performs preliminary actions by analyzing user behavior patterns, entity types, and historical policy selections before the user needs to make a policy selection. This generates a pre-computed prioritized subset of relevant policies, allowing users to quickly access commonly applicable policies without navigating through the complete policy set, thus reducing interface complexity while maintaining access to all policies when needed.
Solution Approach 2:
The system applies local quality by providing different views of the policy set based on user context and needs. The file plan interface dynamically adjusts to show different levels of policy detail - a simplified prioritized view for common scenarios and the complete policy set for advanced users or specific situations, allowing each user to experience the interface quality appropriate to their specific task.
2Reliability
If RMS provides comprehensive policy options for all entity types, then policy coverage is complete, but users experience difficulty in selecting appropriate policies
Solution Approach 1:
The system implements feedback mechanisms by continuously monitoring user policy selections, entity characteristics, and selection patterns. This feedback is used to refine and update the prioritization logic, improving the accuracy of policy recommendations over time. The system learns from user behavior and adjusts the ordering and presentation of policies to better match user needs, making selection easier while maintaining comprehensive coverage.
Solution Approach 2:
The system performs preliminary analysis of entity properties and user preferences to pre-order policies in the file plan according to relevance and likelihood of selection. This preliminary sorting action occurs before the user needs to make a selection, presenting policies in an optimized sequence that places the most relevant options first, thereby reducing selection difficulty while preserving access to all policies.
3Adaptability or versatility
If RMS maintains detailed historical data on policy selections, then custom file plans can be generated, but system complexity and data storage requirements increase
Solution Approach 1:
The system extracts only the essential elements needed for customization from the complete policy and user interaction data. Instead of maintaining and processing all possible policy attributes and user behaviors, the system identifies and extracts key features such as policy selection frequency, entity type associations, and user preferences. This extracted subset of data is sufficient for generating effective custom file plans while reducing system complexity and storage requirements.
Data Source
AI summary
Convenient approach for managing records with respect to entities based on file plans. In an embodiment, historical data representing policies previously selected is maintained. The historical data is then used to generate custom file plans containing policies most likely to be used by a corresponding user. A list in such custom file plan may have more relevant policies prioritized higher. A user may thus conveniently select a desired policy, and associate the selected policy with a set of entities to cause the selected policies to be applied against management of the set of entities.