Custom Web App – File Management System
THE UX CHALLENGE
The client’s records management systems were a patchwork of disparate technologies lacking accessibility and a streamlined process. With new federal mandates, the current process made it difficult for the client to comply. The client request: design a file management application that allows users across the organization to easily access, store, and share files with cohorts, present and future. *Due to client sensitivity, I am happy to discuss this project with you, but am limited on what I can show.
THE UX APPROACH
The team partnered with the client’s Records Management division and a select group of Functional divisions requesting such an application to transform business processes across the organization by:
1. implementing a new File Management platform that could be used across the entire organization;
2. developing a new Records Submission Dashboard for management oversight and user tracking;
3. automating manual processes to reduce data entry, improve the quality of records retained, and increase efficiency for record submission to Records Managers.
After sitting down with the client I explained the value of the human-centered design process for both the business and the customer when designing software. To begin, I listened to the problems the client was trying to address and the goals they were looking to achieve. To ensure we were addressing the most essential problems, I recommended an audit of the current process from both the user and management perspective as well as user interviews to better understand the current state of their needs, problems, and technical and functional requirements.
The UX Impact and Final Product
Based on the information gathered, and research recently captured for a Records Submission Portal we saw value in streamlining the process for end users by creating a Self-Service Portal, or a one-stop-shop for Records Management, enabling users to transfer their files to the Records Management division using this platform. To manage their files and easily share them with cohorts, we would develop a streamlined version of the Organization’s eRecords Archive. Users could tag, search, and filter results to find relevant files enhancing collaboration and information sharing. I created a high-level sitemap outlining a potential approach to incorporating this new functionality to present to the client and determine next steps.
My role: Requirements gathering, site map development.
