Data Collection

Conducting interviews with end-users and experts in the manufacturing industry to gather data on common challenges faced by organizations in managing and classifying documents

Selection Process of the Interviewees

Initial Screening

Review the names and designations of the individuals listed in the organization hierarchy in the Teams App.
Check their job roles and responsibilities to determine if they are relevant to the project.
Narrow down the list to those who have the potential to contribute to the project.
Discuss it with another experienced Manager who is a point of contact assigned to me.

Shortlisting

Conduct a preliminary interview with the shortlisted candidates to assess their knowledge, skills, and experience related to data classification and management.
Shortlist the candidates who demonstrate a strong understanding of the subject matter and have experience working with data management tools.

Final Selection

Schedule a final interview with the shortlisted candidates to discuss the project requirements and their role in contributing to the project.
Select the candidates who demonstrate a good understanding of the project requirements, have experience working with similar projects, and possess the necessary skills to contribute to the project.

1. Gathering and collecting your qualitative data

The qualitative data has been collected from seven interviews conducted with participants who were selected from the Selection Process above. The topics covered in these interviews included Document Classification and Management Process, Improvements, Steps, Compliance and Regulations, Involvement in Document Classification and Management, Benefits, Challenges and Mitigation Measures, and Auditing.

2. Organizing and connecting into your qualitative data

The collected data has been organized into different categories based on the topics covered during the interviews. The data has been interconnected to show how different aspects of Document Classification and Management interrelate with each other.

Data Analysis based on the 5-step process

3. Coding your qualitative data

The data has been coded for analysis. Each response has been assigned a positive, neutral, or negative code based on the sentiment expressed by the interviewees.

4. Analyzing the qualitative data for insights

The analysis of the data has revealed key themes and their interconnections, such as the correlation between the type of system used and the efficiency of document management, the effectiveness of improvements in mitigating challenges, the link between regular auditing practices and a strong focus on legal compliance, and the importance of IT involvement in managing document classification systems.

5. Reporting on the insights derived from your analysis

The insights suggest that automation, regular audits, and IT involvement are key factors in improving the efficiency and compliance of document classification and management. Moreover, continuous improvements and adherence to regulations play a significant role in mitigating challenges in document classification and management.

Analysis

Upon analyzing the responses from the interviews and the automatic coding process, a few key themes and their interconnections emerge:

Automation vs Manual Process: Those who prefer automated systems often note efficiency improvement as a key benefit. Conversely, those who use manual classification systems report resource management as a significant challenge. This suggests a strong correlation between the type of system used and the efficiency of document management.
Improvements and Challenges: Organizations that have implemented digital platforms or staff training as improvements also tend to report fewer challenges in document management. This indicates that these improvements are effective in mitigating challenges in document classification and management.
Compliance and Auditing: All interviewees highlight the importance of compliance, regardless of the specific regulations they follow. Furthermore, those who conduct annual audits tend to stress the importance of legal regulations. This shows a clear link between regular auditing practices and a strong focus on legal compliance.
Involvement of Departments: The involvement of IT departments specifically seems to correlate with a preference for automated systems. This may suggest that IT expertise is crucial for implementing and maintaining automated document classification and management systems.

These insights suggest that automation, regular audits, and IT involvement are key factors in improving the efficiency and compliance of document classification and management.

Disclosure Analysis

The discourse analysis of the interviews reveals several key themes and insights about Document Classification and Management:

Preference for Automated Systems: A majority of the respondents, including Ian, Kasra, Doug, and Jennifer, prefer automated systems for document classification and management. This preference is often associated with improvements in efficiency.
Improvements through Digital Platforms and Staff Training: Both digital platforms and staff training are highlighted as significant improvements in document classification and management. Ian, Jason, and Jennifer have implemented digital platforms, while Tanvir and Abby have implemented staff training.
Compliance and Regulations: All respondents acknowledge the importance of compliance, although they differ in the specific regulations they emphasize. Ian, Jason, and Jennifer stress on legal regulations, while Tanvir and Abby emphasize industry-specific regulations. Kasra and Doug agree on the general importance of compliance.
Challenges in Resource Management and Misclassification Risk: Resource management and the risk of misclassification are reported as the main challenges in document classification and management. Ian, Jason, and Jennifer report resource management as a challenge, while Tanvir and Abby report misclassification risk. Kasra and Doug report different challenges.
Auditing Practices: Most respondents, including Ian, Kasra, Jason, Doug, and Jennifer, conduct annual audits. Tanvir and Abby, however, follow a different audit schedule.

From these results, it's evident that while there's a general preference for automated systems and emphasis on compliance, the specific processes, improvements, challenges, and auditing practices vary among the respondents. This highlights the complex and multifaceted nature of document classification and management.