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Ch12 records management
- 1. RECORDS MANAGEMENT Judith Readand Mary Lea Ginn Chapter 12 The Records and Information Management Program Copyright 2011 South-Western, Cengage Learning
- 2. RIM Program Components •Record storage • Records retention and destruction – Retention schedule development – Retention schedule implementation • Compliance – Laws and regulations – Policies and procedures (ISO15489) 2
- 3. Cost Containments • Recordsmanagement costs – Salaries – Storage space – Equipment – Supplies • To reduce costs – Identify costs for each category – Consider offsite services 3 Salaries are a large part of RIM costs. by_nicholas/iStockphoto.com
- 4. Electronic Document Imaging •Is a computerized replacement for physical or micrographics systems • Documents produced by – Scanning microforms or physical documents – Saving electronic documents • Indexing is essential for accessing records • Procedures explained in a system manual 4
- 5. Records Retention andMigration • Retention periods given on retention schedule • Hard drives and optical disks used for storage • Migration assures continued access to records 5
- 6. Legal Issues • Considerationsfor digital or electronic records as evidence • Conversion of records should be documented • Systems should handle – Expungement of records – Protection for confidential records 6
- 7. Media Handling andStorage • Disk labeling • Operations manual 7
- 8. Converting to ElectronicImages • Advantages – Productivity improvement with rapid online searches – Assured file integrity since images are not removed from the files – Images can be accessed from remote locations via a computer/network – Document security through restricted access – Fewer copies are needed due to online access for reference 8
- 9. Inactive Records Management •Inactive records storage – In a records center—either in-house or offsite – In a commercial records storage facility • Vital records protection – Special procedures – Controlled environment – Increased security 9
- 10. Records Audit • Aperiodic inspection to verify compliance with a records management program • Information about current operations • Analysis of the current system and needs • Recommendations for improving the RIM program 10
- 11. Records and InformationManual • Contains information for managing a RIM program – Policy statements – Records retention schedules – Filing procedures – Records inventory procedures – Administrative responsibilities – Disaster prevention and recovery plans 11
- 12. Forms Management • Typesof forms – Single copy – Multicopy – Electronic • Forms design – How the form will be used – Types of data to be filled in and their sequence – The amount of space needed for each fill-in item – Size, color, and weight of paper stock to be used 12
- 13. Disaster Prevention andRecovery • Disaster recovery plan – Protecting records – Continuing business operations • Plan phases – Prevention – Preparedness – Recovery 13
- 14. Knowledge Management • Systematic,effective use of an organization’s knowledge resources • Explicit knowledge • Tacit knowledge 14
- 15. RIM Software • Allowsmanagement of electronic documents • Automates the records retention process • Allows tracking of patent, trademark, and copyright records • Facilitates searching documents • Provides statutory and regulatory research • Provides online backup 15
- 16. Retention Policy Implementation •Identify records series eligible for retention actions • Destroy records with elapsed periods • Transfer inactive paper or image records to offsite storage • Transfer inactive electronic records to removable media • Destroy paper copies after records are microfilmed 16