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Undoubtedly, there is a lot of redundant data inherent in most systems. However, weeding out this redundant data can sometimes be more difficult than anticipated. It may be that users are not interested or motivated to remove this redundant data. The super users will play a major role in motivating the appropriate staff to participate in this survey.
You should expect to weed out about 10% of printed report data as a result of this survey. Although this percentage may be small, it will still provide a substantial saving of resources. In many cases, users do not identify redundant reports because it is comforting to know that a report is there in the unlikely event that they ever need to access it.
The biggest reduction in printed output will occur after the online viewing survey. If you can persuade users to use Online Viewing to reference reports and print by exception, massive reductions can be made. You will perform the online viewing survey in Phase 9, which will identify reports that should no longer be printed but viewed online if required.
The biggest task you have is in changing the users' attitude from that of receiving reports to that of utilizing available information. This is the key to revolutionizing the system from a Report Distribution System to an Information Access System.
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