BIWUG 26/04/2007 records management


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BIWUG 26042007 Records Management

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  • 4/13/2005
  • 4/13/2005
  • 4/13/2005
  • 4/13/2005
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  • BIWUG 26/04/2007 records management

    1. 1. Records Management with MOSS 2007 Inge De Neef ECM-IW Consultant [email_address]
    2. 2. Document lifecycle 6 December 2011 Page
    3. 3. Document vs. Records Management 6 December 2011 Page Time Corporate Control Activity Publish/Declare <ul><li>Regulatory Compliance </li></ul><ul><li>Business Rules </li></ul><ul><li>Access Control </li></ul>Author Control Archive Transfer Document Management Records Management <ul><li>Collaboration </li></ul><ul><li>Document Creation </li></ul><ul><li>Version Control </li></ul>Destroy Records Management: Managing the declaration, retention and disposition of records (something having a legal, business or historical value) including electronic records, e-mail and physical records
    4. 4. <ul><li>Document management </li></ul><ul><li>Electronic </li></ul><ul><li>Mostly living information </li></ul><ul><li>Emphasis on flow, access and collaboration </li></ul><ul><li>Subject to author’s behaviour </li></ul><ul><li>Time management </li></ul><ul><ul><li>Speed </li></ul></ul><ul><li>Records management </li></ul><ul><li>Electronic and physical </li></ul><ul><li>Stable information </li></ul><ul><li>Emphasis on trustworthiness, non-repudiation and perennial aspects </li></ul><ul><li>Subject to Corporate policy, regulations and audits </li></ul><ul><li>Time management </li></ul><ul><ul><li>Retention and disposition </li></ul></ul><ul><li>Space management </li></ul>Document vs. Records Management 6 December 2011 Page
    5. 5. Remove the risk; reduce the cost 6 December 2011 Page Information storage costs Email, documents, duplicates, etc. Legal discovery costs Searching for business records relating to litigation cases, etc. Operational discovery costs Operational efficiency and productivity, etc. Risk of non-compliance Sarbanes Oxley, SEC, FDA, HIPAA, FOI, eCommerce Directive, etc. Risk of litigation Records retained incorrectly, etc. Risk of information loss Business continuity, disaster recovery, etc. An inadequate document and records management policy and solution exposes any business to unnecessary risks and costs. Less risk Lower costs
    6. 6. Records Management components 6 December 2011 Page Records Management solution - logical components Records Management solution - IT components Fileplan Appraisal procedure Retention period Disposal schedule Transmission schedule Records Management software E-Mail Management software Storage platform Identity Management software Digital Signature software
    7. 7. Fileplan Maps to the MOSS 2007 Document Library Structure in the Records Center <ul><li>A hierarchical corporate filing structure </li></ul><ul><li>Used to classify records </li></ul><ul><ul><li>Every record must have a defined location within a fileplan </li></ul></ul><ul><li>Used to group records with the same disposal schedule </li></ul><ul><li>All users work in common fileplans </li></ul>6 December 2011 Page
    8. 8. Retention period Maps to the MOSS 2007 Information Management Policy settings on a Document Library <ul><li>Retention period can be </li></ul><ul><ul><li>0-11 months and/or 0-100 years </li></ul></ul><ul><ul><li>Relative to opening date, closing date, last addition, last retrieval or an external event </li></ul></ul><ul><ul><li>Example – ‘1 year after closing date’ </li></ul></ul>6 December 2011 Page
    9. 9. Disposal schedule Maps to the MOSS 2007 Information Management Policy settings on a Document Library <ul><li>Determine how long a record is kept and what to do when that period elapses </li></ul><ul><ul><li>Retention period + disposal instruction </li></ul></ul><ul><li>Disposal instruction </li></ul><ul><ul><li>Review, export or destroy </li></ul></ul><ul><ul><li>Example – ‘Review immediately after budget’ </li></ul></ul>6 December 2011 Page
    10. 10. Certificates and certification authorities <ul><li>DoD 5015.2-STD – Compliant Product Registers by Joint Interoperability Test Command Records Management Application (RMA) </li></ul><ul><li>National Archives / PRO UK and </li></ul><ul><li>Standard for the Management of Electronic Records (PROS 99/007) (the VERS Standard) by Public Record Office Victoria </li></ul>6 December 2011 Page DoD 5015.2