Custom Web App – Dept. of State File Management System
THE UX CHALLENGE
The Department of State’s records management systems were a patchwork of disparate technologies. Submission to Department Records Managers and management of permanent files from more than 200 US government locations worldwide was an even larger issue, lacking accessibility and a streamlined process. With new federal mandates, the current process made it difficult for the Department to comply. The client request: design a file management application that allows users across the Department to easily access, store, and share files with cohorts, present and future, as well as transfer files to Department Records Managers to support federal mandates. *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 Department of State Records Management division and a select group of Functional Divisions requesting such an application to transform business processes across the Department by:
1. implementing a new File Management platform that could be used across the entire Department;
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 at the Department, allowing 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 Department’s eRecords Archive. Users could tag, search, and filter results to find relevant files authored by themselves, their office, or the entire Department based on file permissions enhancing collaboration and information sharing at the Department. I created a high-level sitemap outlining a potential approach to incorporating this new functionality into the Records Submission Portal and eRecords Archive to present to the client and determine next steps.
My role: Requirements gathering, site map development.
