This document provides an overview of electronic records management systems. It defines what record management and electronic records are, discusses the types of records that can be managed, and the roles and responsibilities of record managers. It describes the benefits of electronic document and records management systems (EDRMS) over non-EDRMS approaches, how EDRMS work, and compares the key differences between the two. The document also covers current issues in records management and provides several references for further information.
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
This presentation provides you with an overview of Electronic Records Management (ERM). The slides are from the AIIM ERM Certificate Program covering technologies and global best practices for managing electronic records.
Introduction to Records Management @ UNC-Chapel HillUNCrecman
This training module covers the basics of records management at UNC-Chapel Hill. It was created for records management liaisons and any other University employees who are interested in records management.
Part 1 of a Training Course on Establishing An Institutional Records Management and Archival Collection Development Program for RVM Schools (held at the RVM Regional House, Singalong, Paco, Manila on 2002 Dec. 11-2 , at the RVM Regional House, Cebu on 2003 Jan. 24-25, at the RVM Regional House, Davao City on 2003 Feb. 28-March 1, and at the RVM Regional House, Cagayan de Oro City. on 2003 March 7-8
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
Electronic Records Management An OverviewKen Matthews
It's estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably e-mail and instant messaging - the management of electronic records has become a critical business issue. How that information is managed has significant business, legal, and technology ramifications. Ultimately, it doesn't matter what medium is used to create, deliver, or store information when determining if content is a record and should be managed accordingly. Electronic Records Management is not a total solution – it must work in concert with good records management programs, good agency business practices, and reliable information technology infrastructures.
This presentation is intended to provide a foundation to address the challenges of effective Electronic Records Management particularly, but not exclusively in a government context.
Findability and discoverability of information / records in an organization is dependent on how much it has been worked on in terms of metadata identification, scope notes, etc.
Users are interested in getting the right information that serves their purpose. The content ought to be grouped (classified) so as to enhance its findability. The term taxonomy has bee used in the document to denote indexing.
FORTHCOMING TRAINING IN ELECTRONIC RECORDS MANAGEMENT: Book your slot today from the following Link: http://kenvisiontechniks.com/kenwp/event/electronic-records-information-management/
Understanding records management print and electronicFe Angela Verzosa
lecture presented by Fe Angela M. Verzosa at the Seminar Workshop sponsored by De La Salle University- Dasmarinas, on 4 December 2014 at Luis Aguado Viewing Room, Aklatang Emilio Aguinaldo, DLSU-Dasmarinas, Cavite
This presentation is about the importance of records management. It also has the different types of records with also a video and a chart showing data.
Electronic Records Management An OverviewKen Matthews
It's estimated that more than 90% of the records being created today are electronic. Coupled with the overwhelming growth of electronic messages - most notably e-mail and instant messaging - the management of electronic records has become a critical business issue. How that information is managed has significant business, legal, and technology ramifications. Ultimately, it doesn't matter what medium is used to create, deliver, or store information when determining if content is a record and should be managed accordingly. Electronic Records Management is not a total solution – it must work in concert with good records management programs, good agency business practices, and reliable information technology infrastructures.
This presentation is intended to provide a foundation to address the challenges of effective Electronic Records Management particularly, but not exclusively in a government context.
Findability and discoverability of information / records in an organization is dependent on how much it has been worked on in terms of metadata identification, scope notes, etc.
Users are interested in getting the right information that serves their purpose. The content ought to be grouped (classified) so as to enhance its findability. The term taxonomy has bee used in the document to denote indexing.
FORTHCOMING TRAINING IN ELECTRONIC RECORDS MANAGEMENT: Book your slot today from the following Link: http://kenvisiontechniks.com/kenwp/event/electronic-records-information-management/
This presentation provides you with an overview of how to implement Electronic Records Management (ERM) according to ISO15489. The slides are from AIIM's ERM Specialist and Master Certificate Programs. For more information visit www.aiim.org/training
Office automation system is an information system which is computer based that collects, processes, stores and transmits electronic messages. Office automation refers to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic task.
As we take the journey into the unknown of Document Management I hope that this helps. for more information go to http://www.mlburgessconsulting.com.au
Document Management System is a very broad term and it encompasses many types of solutions. Each solution is meant to solve a specific problem but the features available in the various products within each type of solution are overlapping and adds to the confusion.
Moving records management from a paper based strategy to a electronic strategy requires re-thinking what needs to be protected and where the threats to security exist.
The key is to stop focusing on the artifact (the document) and focus on the information that is important. Documents are just the storage media to move the information from person to person.
DATA & RECORDS MANAGEMENT COURSE ISO RECORDS MANAGEMENT CONTROLStpmasekwa
This course focuses on how to develop best practice record and data management. Efficient record and data management systems are essential for any organisation. Administrators, Office Managers and Personal Assistants all need to develop and improve their record and data management techniques and systems. This course covers all aspects of record and data management related to understanding the processes involved, the guidelines that apply, the steps that need to be taken, best practice examples and easy reference templates for use, storage and retrieval of data training course with practical and hands on case studies and workshops will help you to learn about cyber security, protection of data, reducing organisation risk, meeting global compliance standards, as well as privacy protection requirements and using ISO records management and ISO Information security management to deliver solutions. This training course seeks to provide you with the latest skills and case studies such as how to manage information, audit controls, manage legal regulations and standards, work more safely in an online world and how to protect sensitive and personal information. By applying these skills to the tasks and challenges you face in your work, you will deliver stronger and more compliant solutions to managing cyber related risks and applying information governance roles and responsibilities.
Course Duration: 2 DaysDownload course outline→
UPON COMPLETION OF THIS COURSE, THE PARTICIPANTS SHOULD KNOW THE FOLLOWING:
Record and data management systems and the related processes
Overview of the guidelines that relate to record and data management
Record and data management: data, storage and retrieval aspects
Planning a storage and retrieval system
Implementing and maintaining a filing system
Guidelines for retention and disposal of records
Archiving and disposal of records
Practical tips and templates for use at work
Practical application to own work environment and related types of data that are worked with
Good administrative practices and processes
Using technology effectively for data management
Quality Management Systems
Embedding records management practices into how people work is essential to ensuring compliance and reducing risk in the digital age. This presentation goes through examples of how current processes and the mixed digital paper processes commonly found at organizations are reducing control rather than increasing it.
Do you have any idea What is enterprise content management means? Simply put, ECM is the framework for automated digital document management: the collection, storage, management, organization, and distribution of documents and files so that they are accessible to the appropriate people and processes in your systems.
What Is Records Management?
Lots of people are asking 'What Is Records Management?'
Records management, frequently called 'RM', is a system of organizing, sorting, and retaining records from the moment they are generated up until the time they are destroyed or archived.
In this article we will look at what the term 'records management' encompasses and see how the processes of document shredding, document scanning, and document storage fit into the overall scheme of records management.
We will also discuss some ideas of how to apply solid RM practices in business.
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Art Green is a writer in the Document Management field.
For helpful information and price quotes for professional document shredding,
document scanning and imaging, or document storage services visit
http://www.document-shredding.org.
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2. Learning Objectives
At the end of this presentation, participants should be
able to understand:
• What record management is all about
• The different types of records
• Roles and responsibilities of a record manager
• Current issues in record management
• What is electronic records
• Why electronic records
• Objectives of EDMS and Difference between EDMS and
Non-EDMS
• Benefit of EDMS
3. INTRODUCTION
• Every organization generates information as a
consequence of business transactions. The
information gathered brings about records.
The larger an organization, the bulkier the
record managed, that’s when the issues of a
good storage becomes key (important). We
will look into documents retrieval and
archiving with the impact of new technology
on document management.
4. What is Record Management?
• For every organization there are details of various
activities, functions and data. These activities
make the records about the organization.
• Record Keeping and Management a paper
delivered by Sister. Tope Ashaolu gave the broad
understanding of Definition of Record
Management as the practice of maintaining the
records of an organization from the time they are
created up to their eventual disposal.
5. Our focus today is on ELECTRONIC RECORDS
SYSTEM
• Electronic records which is our context defines
a record as a information produced or
received in the initiation, conduct or
completion of an institution or individuals
activity and which comprises content, context,
and structure sufficient to provide evidence of
the activity. The key word in this definitions is
“evidence” which put simply a record as an
“evidence of an event created , maintained in
an electronic form”.
6. Electronic Record Management System also means
automation of records management process and
procedures
• Another definition of Electronic Records
Management [ERM] is using automated
techniques to manage records regardless of
format. Electronic records management is the
broadest term that refers to electronically
managing records on varied formats, be they
electronic, paper, microform, etc. We also
have electronic recordkeeping [ERK] which is a
subset of ERM, because ERK focuses on
electronically managing electronic records.
7. • Electronic Record management is also seen as “the
field of management responsible for the efficient and
systematic control of the creation, receipt,
maintenance, use and disposition of records, including
the process for capturing and maintaining evidence of
and information about activities and transactions in
the form of records.
• These records we are maintaining can either be a
tangible object or digital information: for example,
Birth certificate, medical, x-rays, office documents,
data base, application data, and emails.
• Electronic Records management is primarily concerned
with the evidence of an organizations activity and is
usually applied accordingly to the value of the records
rather than physical format.
8. • In the past “Records Management “ was
sometimes used to refer only to the
management of records which were no longer
in everyday use but still needed to be kept -
“Semi-Current” or Inactive records, often
stored in basements or offsite.
• Electronic usage tends to refer to the entire
“lifecycle of records from the point of creation
right through until their eventual disposal.
• Now let us look at……………………………….!
9. TYPES OF RECORDS
Physical Records
Managing physical records
involves different disciplines and
may draw on a variety of forms of
expertise. Physical records are
identified and authenticated. This
is usually a matter of filling and
retrieval, in some circumstances,
more careful handling is requires.
It includes
• Identifying
• Storing
• Circulating
• Disposal
Electronic Records
• A digital record is always referred to as
electronic records. The general
principles of record management apply
to records in any format. It is more
difficult to ensure that the content, or
context and structure of records is
preserved and protected when the
records do not have a physical
existence. This is required for computer
systems to manage electronic records;
concerns exist about the ability to
access and read electronic records over
time, since the rapid pace of change in
technology can make the soft used to
create the records obsolete, leaving the
records unreadable.
10. ROLES OF THE RECORD MANAGER
A record manager is someone who is responsible for records management in
an organization. The practice of records management may involve:
• Planning the information needs of an organization
• Identifying information requiring capture
• Creating, approving and enforcing policies and practices regarding records
• Developing a records storage plan which includes the short term and long
term that can accommodate the Physical and Digital information.
• Also, coordinating access to records internally and outside of the
organization which includes data privacy and public access.
• Lastly, managing retention on the disposal of record which are no longer
required for operational reasons; this must go in-line with the
organizational policies. Either by destruction or permanent preservation in
an archive.
11. CURRENT ISSUES IN RECORDS MANAGEMENT
As of 2005, record management has increased interest among corporations due to
new compliance regulations and statutes. While government, legal and healthcare
entities have a strong history records management discipline, general record-
keeping of corporate records has been poorly standardized and implemented. In
addition, scandal, committee reports, panel of enquiries and investigations report
mishaps have renewed interest in corporate records compliance, retention period
requirements, litigation preparedness, and related issues.
• Privacy, data protection and identity theft have become issues of interest for
records managers. The role of the records manager to aid in the protection of an
organization’s records has often grown to include attention to these concerns. The
need to ensure that certain information about individuals is not retaining has
brought greater focus to records retention schedules and records destructions.
• Record management is often seen as an unnecessary or low priority administrative
task that can be performing at the lowest levels within an organization. Publicized
event has demonstrated that records management is in fact the responsibility of
all individuals within an organization. An issue that has been very controversial
among records managers has been the uncritical adoption of Electronic
Documentation and Records Management System (EDRMS).
12. Electronic Document and Records Management
Systems.
• An Electronic Document and Records Management
System (EDRMS) is a computer program (or set of
programs ) used to track and store records. The term is
distinguished from imaging and document
management systems that specialize in paper capture
and document management respectively. EDRM
system commonly provides specialized security and
auditing functionality tailored to the needs of records
managers.
• ERMS is seen as adequate and appropriate basis of
addressing the basic challenges of managing records in
the automated environment that increasingly
characterizes the creation and use of records
13. Now …..
WHAT MAKES AN ELECTRONIC (AUTOMATED)
OFFICE?
• What is office automation?: Office automation
is the electronics records management system
• How does it relate to document management
14. This big picture below described the
office automation system:
SCANNER COMPUTER
INDEXING
ELECTRONIC
DATABASE
SECURITY
&
CONTROL
WORKFLOW
15. Why? ELECTRONIC DOCUMENTS
MANAGEMENT SYSTEM (The Benefits)
Because it……!
• Enables automation and
workflow
• Enhances document security
• Assist in disaster recovery
• Free-up valuable office space-
(it creates more office space).
• Saves time
• Increases productivity
• Eliminates risks and threats
• Enables collaborative &
documents sharing
• It gives wider reach
• It Reduces misfiling mistakes
• Has no photocopying costs
• Helps in quick documents
retrieval
• Manages entire document
repository from desktop which
can also be extended with
web.
• Instant collaboration
• Admin efficiencies
16. Then..How Does EDMS WORK?
THE BASIC FEATURES ARE
• Manages mega- documents & retrieval process in
one instant
• Once scanned, documents need not to be recopied,
for distributions
• Back-up enabled
• Automatic workflow routine
• Security enabled
17. Now we want to compare……….!
EDMS TO Non-EDMS
TASK EDMS NON-EDMS
Duplicating Once scanned always
available
Need to be copied each
time it is needed.
Filing &Storage After use, need to be
restored original is
unaffected
After use, must be
restored to its location.
Retrieval One-touch process Spend valuable time
locating file
Document search Search facilities enabled Staff spends 20% of time
looking for relevant
documents of which 50%
of the time is not found
Loss document Never lose a document 1 out of every 20
documents is lost
19. References
– ARMA International. "Glossary of Records and Information Management Terms, 3rd Edition".
ARMA International.
– Anthony Tarantino (2008-02-25). Governance, Risk, and Compliance Handbook. ISBN 978-0-
470-09589-8.
– International Foundation for Information Technology, The (2010). "Definition of Record".
International Foundation for Information Technology, The. Retrieved September 2013.
– ARMA International. "Glossary of Records and Information Management Terms, 3rd Edition".
ARMA International. Retrieved September 2013.
– International Organization for Standardization - ISO (2001). "ISO 15489-1:2001 - Information
and Documentation - Records Management - Part 1: General". International Organization for
Standardization - ISO.
– Assistant Secretary of Defence for Networks and Information Integration, Department of
Defence Chief Information Officer (April 25, 2007). "United States Department of Defense
Standard 5015.02 (DoD Std 5012.02), Electronic Records Management Software Applications
Design Criteria Standard". United States Department of Defense - US DOD.
– Hale, Judith (December 2011). Performance-Based Certification: How to Design a Valid,
Defensible, Cost-Effective Program. John Wiley & Sons, Inc. ISBN 978-1-118-02724-0.
– Hulme, Tony (June 2012). "Information Governance: Sharing the IBM approach". Business
Information Review (Sage Journals) (vol. 29 no. 2): 99–104. doi:10.1177/0266382112449221.
– "Taxonomy of Record Types". The International Foundation for Information Technology. 2012.
– Jeremy C. Maxwell, Annie I. Antón, Peter Swire, Maria Ria