2021 and 2022's poor document management
was caused by inconsistencies and/or neglect
in digitisation and returning of documents.

(Add something for Vendor D here, also put their slides to each other...)

What patterns did we find within the poor/inconsistent management of documents? (2021)

Highlight the biggest problem first, and work your way from there!

] Lack of sufficient attention given to key agencies and vendors
1) Agency 0's spike of received documents from October to November/December, as well as the general poor management despite being the most important due to its high quantities of documents, is the primary cause of the gap between the returned/digitised against received documents during 2021.

2) Agency 21, while only being present between Qtr 1 and Qtr 2 (with Jan, Feb, March and June), from February onwards, did not have any digitised/returned documents whatsoever, even with the number of received documents ultimately reducing over time.

] Abruptly ceasing to return and/or digitise any documents after a given amount of months
1) Agency 0: From March to December, no documents were returned, abruptly stopping. Otherwise, no instance of fully returning all received documents was present overall.

2) While it had consistently digitised all of its documents from February to June, this stopped in July with less than half done, before no digitisation of any afterward in the coming months.

3) It also had incomplete amounts of digitised and returned documents in January. In February, not all documents were returned, but all were digitised.


] Digitising and returning the same amount of documents, but not to completion relative to the received amount (small)

1) Agency 21: In January, it managed to digitise and return the same amount of documents between the two, but both did not match up with the received amount, leaving a gap behind.

2) Agency 31 was initially consistent in digitising and returning all of its received documents from February to July. However, this suddenly broke afterwards, returning and digitising fewer documents. This in turn created a noticeable gap in received and returned ones from August to December, with the most notable one in September.

This is the second-biggest factor, behind Agency 0, behind the huge gap of received compared to digitised/returned documents in Qtr 3 (July to September) overall for the year of 2021.

] Digitising all received documents, but failing to return all/any of them (small)
In November, Agency 31 managed to digitise and return the same amount of documents between the two, but did not match up with the received amount, leaving a gap behind.

] Vendor D's poor management
Vendor D returns the most amount of received/undigitised/unreturned documents unlike Vendor S, besides being present in all three agencies.

Almost all documents from Agency 0 originate from it, which ties into having the highest amount of undigitised/unreturned documents. Therefore, in terms of vendor, it is also considered to be the primary origin of unfinished work.

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What patterns did we find within the poor/inconsistent management of documents? (2022)

] Having 0 returned and/or digitised documents

1) Alarmingly, despite its big influence by spanning across most of the year, Agency 0 continued to face more issues by neither returning nor digitising any documents.

Considering the large sum of documents it received of 25294, this agency, due to being unchecked, was the biggest factor behind the large gap of received compared to returned/digitised documents during 2022.

2) Agency 32 had either no returned documents, or very little compared to the received amount throughout the year.

While it managed to digitise all the given documents during February and March (Qtr 1), this abruptly ceased during April while being incomplete before significantly decreasing in May, then dropping to 0 afterwards in October.

] Vendor D's poor management
Similar to 2021, when filtering through each organisation by vendor category, Vendor D, besides present in all, often returns the most amount of undigitised/unreturned documents unlike other vendors.

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To-Do: Create one page per each problem