Question 2: How can the information category assist BBA to improve business operations and what changes may need to be made to the business operatio

Question 2: How can the information category assist BBA to improve business operations and what changes may need to be made to the business operations and staffing? and

SCRIPT:

Slide 7:

Thank you, Michele. Hello Better Buildings Australia.

I want to start off with a quote from a study published in Advanced Engineering Informatics in 2016, the world is currently inundated with data, with fast advancing technology leading to its steady increase. As outlined by Michele, BBA has already been left behind, with no action, that gap will increase.

I will present how an electronic documents and records management system can benefit BBA and improve business operations.

Slide 8:

The first benefit I will discuss will be reduced storage space. I do not believe we will ever get rid of paper all together but with electronic documents and records management, we can definitely save space. Organisations could go from warehouses of boxes of paper to an online storage, a physical thing hardly to be seen.

Which leads me to my next one related to accessibility and data quality. Real-time information availability, imagine not having to scour through boxes of paper or shelves of folders, not having to travel to another room, floor or building, being able to quickly share and communicate, and more importantly not having to question the validity, accuracy or credibility of what you have found, which leads me to the 3rd, 4th and 5th benefit

Slide 10:

reduced risk of errors, improved productivity and ease of communication. With the ability to process Big Data, BBA will be able to quickly categorise information as relevant or irrelevant, benefiting BBA in facilitating better decision making and contributing to BBAs overall data quality management. A 2020 conference paper at the International Conference on Advance Education, Management and Information Technology presented that that speeding up digital transformation and promoting the construction of intelligent campus is the powerful support for promoting the quality of higher education. The same could be said in other industries, such us construction. That there is a correlation between quality output of a construction project and data quality management related to a digital environment.

To elaborate, what is data quality management exactly, a Scientific Research Publishing in 2021 defined it as, data quality management describes the set of processes which are carried to maintain high standards of information. BBA currently does not operate in this manner, as you have outlined, you operate with what can be defined as the basic MS Office Suite, an email platform used by the general public, and manual processes. In that same breath, data quality management is not just its processes and procedures, but its tools and systems.

Slide 11

Then there is security and privacy, with an electronic documents and records management system, BBA would be able to implement processes and procedures related to firstly, compliance: externally, laws and regulation, and internally, how BBA classify and organise data. Secondly, information acquisition, development and maintenance, BBAs own internal processes and procedures. Third, access control. Systems can be customised to defined user roles, access via pin, username, passwords, or even digital certificates, tokens, a whole slew of security measures. And lastly, electronic documents and records management is auditable. Where access control can mitigate risks related to data breaches, audit trails can serve as proofs when disputes arise regarding serious issues such as abuse of permissions, illegal access attempts, and the improper disclosure of data as found by a 2013 journal article in Journal of Biomedical Informatics. Although a journal in the health industry, you can imagine security and privacy is at its most important in the health industry, so why should not the construction industry follow in similar steps.

Now this all sounds well and good, but you may be familiar with the computer science concept of garbage in, garbage out. Quality of input determines the quality of output. Therefore BBA cannot just buy the tools and install them, work needs to be done. My colleague, Amila will elaborate on this.

NOTES:

Benefits of Electronic Records;

Reduced storage space

In education take digital campuses for example. In this industry information and knowledge and has gone from paper to being digitised.

Real-time information availability

RFI.

Digitisation facilities real-time information availability. Reduces travel and the time it takes to acquire the information.

Ease of communication

Data quality management tools, processes and procedures assist in the management of information by controlling its initiation, dissemination, and context.

Security and privacy

Paper-based records (health) generate an extensive paper trail. This can be said of the construction industry, and at the risk of data quality management regarding iterations and versions, as design matures and construction progresses.

Security in accessibility. A study shown in the health industry, but not specific to only this industry;

PIN, username/password, credentials

Use of personal smartcard coupled with a personal identification number

Digital certificate

Public key infrastructure (PKI) is used to issue and revoke public keys and public key certificates

Authentication mechanism based on tokens

Systems can be customised to defined user roles.

Auditable.

Article concludes;

Compliance.

Information systems acquisition, development and maintenance.

Access control.

Communications and operations management.

Human resources security.

Reduced risk of errors

Inappropriate data is categorised as unwanted data.

Quality data is identified to facilitate better decision making.

Data quality management.

Improved productivity

Business intelligence: big and quality data.

You could say that speeding up digital transformation and promoting the construction of intelligent campus is the powerful support for promoting the quality of higher education. The same could be said in other industries, such us construction.

Adaptability to changed business/market circumstances

In UAE, data quality enables a knowledge-based economy to create opportunities through information sharing.

READINGS:

Request for information frequency and their turnaround time in construction projects.

Communication among various stakeholders is the lifeblood of any project because individual stakeholders do not possess all the information, expertise and knowledge needed for solving the range of design, and construction problems.

Request for information (RFI) is one of the key project communication mechanisms. It is a formal written procedure initiated by the contractor or their sub-contractor seeking additional information or clarification on issues related to design, construction and other contract documents. However, RFIs are necessary evil because processing RFIs can be time-consuming and costly and can trigger variations (change orders) as well as become a source of contractual claims.

Large and complex projects tend to have significantly larger number of RFI events per day and longer RFI turnaround when compared with smaller and less complex projects.

Findings ways of managing RFI to reduce their frequency and their turnaround time can reduce RFI cost impact on projects.

RFI frequency may be linked to quality of project documentation and project characteristics such as project size and complexity, as well as quality of documentation whereas decrease in quality of documentation may increase the number of RFIs.

In UAE, data quality enables a knowledge-based economy to create opportunities through information sharing.

Implementation Challenges of Data Quality Management.

Data quality is a significant concern todays world. The majority of organisation are being challenged by the data quality issues both in the structural and systematic context. Bad dad quality is still being experienced even though expensive tools have been innovated and incorporated into the data quality control practices. Common measures of data quality metrics are accuracy, completeness, proper dissemination, integrity, validity, uniqueness, and consistency.

Intense analysis and evaluation of the most applicable ways in managing data quality can serve as a roadmap that can be utilised by the companys executive team, practitioners and even learners in formulating efficient planning as well as implementing feasible data and information quality control and management programs.

Due to technological developments (social networking, Internet of Things, cloud computing, block chain, etc.), a massive increase in data has been witnessed, and the accumulation of this data has resulted in what is being termed as big data. However, this data may not be beneficial to an organisation if it is not analysed appropriately, therefore inappropriate data is considered as unwanted data. Thus, quality data is obtained, facilitating proper decision making within the company and bringing focus within the organisation.

Data quality management describes the set of processes which are carried to maintain high standards of information.

An organisation can only achieve its objectives by ensuring that the normal processes and operations are run in the most efficient way. This can be ensured by obtaining big and quality data which will allow the executive to make intelligent and informed decisions. Successful organisation operations in most contemporary environment require the maintenance of big and quality data, which is the core aim of business intelligence.

Data quality management is a disciple that entails quality maintenance and effective control of information. The different tools and software used in data quality and data analytics, whether complex or simple; assist in the management of information by controlling its initiation, dissemination, and context.

Research on the Strategy of Electronic Documents Management of Universities Based on Digital Campus

At present there are still many problems of electronic documents management: the main ways are perfecting the mechanism, strengthening the construction of information resources, further perfecting and implementing the standard systems of electronic documents management, enhancing archives information security, improving the levels of service, adopting outsourcing service mode.

Digitisation technology is not only completely changing the life style of human society but also assaulting the traditional working modes.

You could say that speeding up digital transformation and promoting the construction of intelligent campus is the powerful support for promoting the quality of higher education.

Archival work: the dominant medium of archives has changed from paper documents to electronic documents in international archives academic field. Recently, the electronic documents which records the talent cultivation, scientific research, management activities and life information of universities have gradually become the main body of archival work and conversely raise the level of digital campus.

Electronic documents are generated, transmitted and stored on computers, so electronic documents management are inseparable from computer hardware and software equipment. You might even say computers are the premise and foundation of generation and management of electronic documents.

Big Data in the construction industry: A review of present status, opportunities, and future trends

The ability to process large amounts of data and to extract useful insights from data has revolutionised society. This phenomenon dubbed as Big Data has applications for a wide assortment of industries including the construction industry. The construction industry already deals with large volumes of heterogenous data; which is expected to increase exponentially as technologies such as sensor network and the Internet of Things are commoditised.

While the application of data analytics in the construction industry is not new, the adoption of Big Data technologies in this industry remains at a nascent stage and lags the broad uptake of these technologies in other fields.

The world is currently inundated with data, with fast advancing technology leading to its steady increase.

Security and privacy in electronic health records

Paper-based health records currently in use may generate an extensive paper trail.

Integrated health records provide many benefits, some of which includes: a reduction in costs, improved quality of care, the promotion of evidence-based medicine and record keeping and mobility.

Security and privacy features;

PIN, username/password, credentials

Use of personal smartcard coupled with a personal identification number

Digital certificate

Public key infrastructure (PKI) is used to issue and revoke public keys and public key certificates

Authentication mechanism based on tokens

Audit trails can serve as proofs when disputes arise regarding serious issues such as abuse of permissions, illegal access attempts, and the improper disclosure of data.

Electronic health records allow structure medical data to be shared between authorised health stakeholders in order to improve the quality of healthcare delivery and to achieve massive savings. In these systems, privacy and security concerns are tremendously important, since the patient may encounter series problems if sensitive information is disclosed.

Article concludes;

Compliance.

Information systems acquisition, development and maintenance.

Access control.

Communications and operations management.

Human resources security.