Enterprise content management systems and electronic document records management systems are used to capture, manage, store, preserve, and deliver electronic content across an organization. They involve both technology and processes to organize electronic documents, emails, databases, cloud content and other unstructured data according to an organization's information lifecycle and business processes. Examples are provided of how different types of organizations like a flower shop, insurance company, government department, and electric company can benefit from electronic records management systems.

1. RECORDS
MANAGEMENT
Judith Read and
Mary Lea Ginn
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Chapter 13: Electronic Records
Management, Tools &
Processes

2. Enterprise content management (ECM)
Electronic document records management systems (EDRMS)
 Include technologies, tools, and methods
 Used to capture, manage, store, preserve, and deliver content across an
enterprise
 Involves technology, people, and processes
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Electronic Records Management Tools

3. Questions that help
identify records include
 Was the information created
or received in the conduct or
transaction of official
business?
 Is the information required
for the operation of the
department or company?
 Does the document support
a financial or legal claim or
obligation?
 Is the material necessary for
legal concerns?
 Does the material have
administrative or fiscal
value?
 Does the material have
historical, informational, or
evidential value?
 Does the material have value
to the organization as a
whole?
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Is It a Record?

4. Some businesses are trying to reduce the number of paper records
 According to a 2013 Association for Information and Image Management
(AIIM) survey, the top four issues with paper-based records were
 Time spent rekeying data, searching for paper copies, and filing
 Storage volume and outsource paper storage costs
 Inability to monitor workflow progress
 “Lost” paperwork or case files
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Reducing Paper Records

5. Information can be structured or unstructured and may or may not be
considered a record
Unstructured data represents 80 percent of all electronic content
Structured data represents significantly less of all organizational electronic
information
Records and information management (RIM) professionals need to know
where the content comes from and how it should be managed
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Sources and Storage
of Electronic Content

6. Sources of electronic content
 Electronic documents (Word, Excel, PowerPoint, Visio, PDF)
 Instant messages, voice messages, text messages
 E-mails
 Social networking posts and messages
(LinkedIn, blogs, Twitter, Facebook)
 Photos/images/drawings/TIFFs/JPEGs
 Databases
 Cache/browser history
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Sources and Storage
of Electronic Content

7. Where the content could be stored
 DMS (document management system)
 EMS (e-mail management system)
 RMS (records management system)
 Servers, local drives, or external hard drives
 Smartphones and PDAs
 Flash drives/CDs/DVDs
 Notebook PCs or tablets
 Private PCs Databases
 Cloud systems/repositories
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Sources and Storage
of Electronic Content

8. The simplest definition of the cloud refers to the Internet (or a network of
servers)
An advantage of cloud computing is ability to access information from
devices connected to the Internet
Cloud computing service options are available that provide solutions for
individuals and organizations
Many organizations use cloud storage
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The Cloud

9. ECM tools and processes are about managing records and all unstructured
content throughout the information lifecycle
The end goal of ECM is to organize the company into business activities or
processes
Many vendors offer records and information management (RIM) systems
These vendors offer solutions for managing both physical and electronic
records
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Enterprise Content Management
(ECM) Software

10. SharePoint’s strengths include
 Content is organized
 Websites are available to workers
 Ease of searching for a particular document
 Ability to integrate this accessibility into the work
 User’s workflow is enhanced
SharePoint has limitations as an ECM tool
Many vendors are partners with Microsoft®
SharePoint to add RIM
requirements
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Microsoft®
SharePoint
and SharePoint Partners

11. Card, gift, and flower shop uses
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Business Process Examples
©2016CengageLearning®

12. National insurance company
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Business Process Examples
©2016CengageLearning®

13. Governmental department
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Business Process Examples
©2016CengageLearning®

14. Portland General Electric
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Business Process Examples
©2016CengageLearning®

15. Resource
 Read, J., & Ginn, M. L. (2015). Electronic Records Management, Tools and Processes.
In Records management (10th ed.). Boston, MA: Cengage Learning.
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