Defining Electronic Systems What is…… Electronic Content Management Electronic Document Management Electronic Records Management
A set of processes & technologies supporting the evolutionary life cycle of digital information. Example Digital content created by one or more authors. Over time content may be edited & one or more individuals may provide editorial oversight thereby approving the content for publication. Later the content may be replaced by another form of content & is retired or removed from use. Content management is an inherently collaborative process with the following basic roles: Content author, Editor, Publisher, Administrator & Consumer. A critical aspect of content management is the ability to manage versions of content as it evolves – version control. A Content Management Systems (CMS) facilitates the organization, control & publication of a large body of documents & other content, such as images & multi-media resources. A CMS often facilitates the collaborative creation of documents. It does not apply records retention or dispose of records within its system. Electronic Content Management
Content Management System Templates & Version Control Allows business to control language and content of a document and to track changes (versions) made to the document V1 Contract Contract V2 Contract V3
Electronic Document Management A system used for managing documents allowing users to store, retrieve & share them with security and version control. Document Management Systems allow you to create a document or capture a hard copy in electronic form, store, edit, print, process & otherwise manage documents in image, video & audio, as well as in text form. The EDM usually provides a single view of multiple databases & may include scanners for document capture, printers for creating hard copies, storage devices such as redundant array of independent disks systems & computer server and server programs for managing the databases that contain the documents. It does not apply records retention or dispose of records within its system.
Electronic Document Management System Records created & received electronically Records created & received in hard copy Records are filed & managed for access & maintenance electronically
Electronic Records Management System Electronic Records Management System (ERMS) is a system used by an organization to manage its records from creation to final disposition. The system’s primary management functions are categorizing and locating records and identifying records that are due for disposition. The Electronic Records Management System also stores, retrieves, and disposes of the electronic records that are stored in its repository. The Electronic Records Management System may contain a content management and document management component to its system.
Electronic Records Management System Work Flow Develop file structure & assign retention at lowest folder level Deaccessions Destructions Records Disposition Destruction Request Letters Destruction Authorizations Garten Destruction Receipts Deacession Request Letters Deacession Authorizations 1 year 75 years 4 years 1 year Permanent TL’s – 2 years after transfer to State Archives, destroy Non-Permanent TL’s – 10 years after final disposition, destroy
ERMS Work Flow Document Created User Prompt 1 Does record need to be saved? Yes No – Record is not retained User Prompt 2 Which file do you want to save it to? Deaccessions Destructions Records Disposition Destruction Request Letters Destruction Authorizations Garten Destruction Receipts Deacession Request Letters Deacession Authorizations Permanent TL’s – 2 years after transfer to State Archives, destroy Non-Permanent TL’s – 10 years after final disposition, destroy 1 year 75 years 4 years 1 year
ERMS Work Flow Destruction Request Letters Document is placed in proper folder System Administrator is prompted when document is ready for destruction Document is accessible until final disposition By placing in folder, document is assigned proper retention & disposition by ERMS Note: Electronic Records Management Systems may contain a content management & document management component 1 year
ERMS ECM EDM ERMS – Electronic Records Management System ECM – Electronic Content Management EDM – Electronic Document Management