Information Flow Analysis

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Industry: Law Enforcement

Project Overview
A law enforcement organization needs a document management system to allow its employees seamless, quick access to digital records.  The company’s successful statewide expansion now includes 10 new offices.  In order to facilitate this expansion, a technology firm began work on developing proprietary document management software that will serve as a repository for shared digital records. Using the Agile software development methodology, a Process Analyst is needed to determine the user requirements needed for the next stage of development.


Process Work Scope
To start, I first learned the inner workings of the proprietary document management software in order to understand how to translate the company’s interdepartmental relationships to the software’s jargon.   Next, I took an inventory of the various types of information generated in certain departments as identified in this “mid-state” level of the overall project.  This also required interviewing the staff of each department to figure out how this information is received and shared/stored – this served as the inputs and outputs of a flow diagram to visually show where the new software could be digitally integrated.  Finally, I created an information architecture (in the form spreadsheet) highlighting each identified category of information and the associated naming convention for each type of digital document.  This served as a guide to facilitate ease in naming, saving and searching for documents using the new software.  The information architecture also included a coded table listing the proper access rights to assign to each employee depending on the document type.


The flowchart and information architecture were disseminated to top managers and key employees for approval.  Afterwards, I sent the information to the I.T. team for review.  Afterwards, they resumed software development for this phase of the project.  Per the client’s request, I provided training materials so that they could mimic the process used to determine how to capture the information the I.T. team will need for the final (future) phase of the project.


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