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SDDOT / Internal Services / Data Management
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Merna Imsland, Data Management Phone: (605) 773-4017 Why... The time constraints of integrated "critical path" construction processes have fostered redundant files of the same documents in most processes within Central Office and in each of the field offices. Individuals have also built personal "desk files" to assure fast access and control of their most active documents. Distributing duplicate copies of all documents that support the construction process has made information available to those who need to be informed. However, the price paid is duplication of effort to sort, file, retrieve, re-file, copy, and ultimately purge. It has led to multiple renditions of the same document that has confused which rendition is the "official" documents and which is the latest configuration. This uncertainty has forced those who must make decisions based upon accurate information to call or visit other processes to verify the most current information. As a result the effort to reference a document may be multiplied several times as personnel on both ends get involved. An even more serious situation could occur when decisions are made based upon outdated, or without consideration of information in inconvenient or irretrievable documents. Vision...
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