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Effective Approaches for Managing Electronic Records and Archives
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Remove FREE. Unavailable for purchase. Continue shopping Checkout Continue shopping. Early Electronic Document Management EDM systems, which were developed to manage the increasing use of electronic documents in office environments, included little records management functionality. These identified as core requirements: the ability to declare a document as an authentic record, protect it from changes and maintain it over time; the ability to organise and manage records within a classification scheme; the ability to manage retention and disposal of records; and the ability to control access and maintain an auditable track of actions taken.
In the European Commission published a more detailed set of requirements named MoReq. Separate ERM systems without active document management could be implemented, but for organisations that wanted to integrate records management alongside document management, suppliers developed Electronic Document and Records Management EDRM systems. The UK Government's 'Modernising Government' White Paper published in proposed that all dealings with government should be deliverable electronically by The TNA requirements were revised in to include a metadata standard, but TNA withdrew their associated testing regime for software in to make way for an updated version of MoReq, which was published as MoReq2 in Compliance testing for MoReq2 was launched the same year, but to date only one supplier has submitted a system for testing.
In the interim the momentum created by Modernising Government and FoI subsided and a global recession took hold. SharePoint engaged users, who disliked working within the rigid structure of an EDRMS, by allowing them to create content and collaborate at a team level. However, the records management capability in SharePoint was negligible.
In SharePoint records management has improved with the ability to declare a record within a team site, using 'In-Place', and to configure a classification scheme, but it is still limited. Acknowledging the rising popularity of SharePoint, many ERM suppliers have adapted their solutions so that they can integrate with it. Many organisations which had implemented EDRM continued to maintain separate applications to manage business processes which could not be easily integrated. Module 1 provided an overview and first principles, module 2 a set of requirements for EDRMS and module 3 a set of requirements and implementation advice for managing records in business systems.
While modules 1 and 2 represent a condensation of received knowledge, module 3 recognises that electronic recordkeeping does not have to be limited to EDRM. MoReq also recognises that in many organisations records are rarely managed within one system. Whereas MoReq2 sought to specify an ERMS in which all of an organisation's records could be managed, MoReq instead defines a common set of core services that are shared by different types of records systems and describes the minimum functionality required of a compliant system.
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MoReq is modular in approach and will be extended with further modules on specific record formats. The MoReq Governance Board also intends to introduce a testing and certification programme for suppliers. Increasingly organisations are seeking a framework of software that can support all their needs for content, document, records management and collaboration.
The general principles of records management apply to records in any format. Digital records, however, raise specific issues. It is more difficult to ensure that the content, context and structure of records is preserved and protected when the records do not have a physical existence.
This has important implications for the authenticity, reliability, and trustworthiness of records. Much research is being conducted on the management of digital records. Based at the School of Library, Archival and Information Studies at the University of British Columbia , in Vancouver, British Columbia, Canada, the InterPARES Project is a collaborative project between researchers all across the world committed to developing theories and methodologies to ensure the reliability, accuracy, and authenticity of digital records.
Functional requirements for computer systems to manage digital records have been produced by the US Department of Defense ,  The United Kingdom's National Archives and the European Commission,  whose MoReq Model Requirements for the Management of Electronic Records specification has been translated into at least twelve languages funded by the European Commission. Particular concerns exist about the ability to access and read digital records over time, since the rapid pace of change in technology can make the software used to create the records obsolete, leaving the records unreadable.
A considerable amount of research is being undertaken to address this, under the heading of digital preservation. A digital archive has been established by PROV to enable the general public to access permanent records. Archives New Zealand is also setting up a digital archive. There is substantial confusion about what constitutes acceptable digital records for the IRS , as the concept is relatively new.
The subject is discussed in Publication and Bulletin , but not in specific detail. Businesses and individuals wishing to convert their paper records into scanned copies may be at risk if they do so. While public administration, healthcare and the legal profession have a long history of records management, the corporate sector has generally shown less interest.
Corporate records compliance issues including retention period requirements and the need to disclose information as a result of litigation have come to be seen as important. Statutes such as the US Sarbanes-Oxley Act have resulted in greater standardization of records management practices. Since the s the shift towards electronic records has seen a need for close working relations between records managers and IT managers, particularly including the legal aspects, focused on compliance and risk management.
Effective Approaches for Managing Electronic Records and Archives by Bruce W. Dearstyne
Privacy , data protection, and identity theft have become issues of increasing interest. The role of the records manager in the protection of an organization's records has grown as a result. The need to ensure personal information is not retained unnecessarily has brought greater focus to retention schedules and records disposal. The increased importance of transparency and accountability in public administration, marked by the widespread adoption of Freedom of Information laws, has led to a focus on the need to manage records so that they can be easily accessed by the public.
For instance, in the United Kingdom, Section 46 of the Freedom of Information Act required the government to publish a Code of Practice on Records Management for public authorities. Implementing required changes to organisational culture is a major challenge, since records management is often seen as an unnecessary or low priority administrative task that can be performed at the lowest levels within an organization.
Reputational damage caused by poor records management has demonstrated that records management is 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 document and records management systems.
Another issue of great interest to records managers is the impact of the internet and related social media, such as wikis , blogs , forums , and companies such as Facebook and Twitter , on traditional records management practices, principles, and concepts, since many of these tools allow rapid creation and dissemination of records and, often, even in anonymous form. A difficult challenge for many enterprises is tied to the tracking of records through their entire information life cycle so that it's clear, at all times, where a record exists or if it still exists at all.
The tracking of records through their life cycles allows records management staff to understand when and how to apply records related rules, such as rules for legal hold or destruction. As the world becomes more digital in nature, an ever-growing issue for the records management community is the conversion of existing or incoming paper records to electronic form.
Such conversions are most often performed with the intent of saving storage costs, storage space, and in hopes of reducing records retrieval time. Tools such as document scanners , optical character recognition software, and electronic document management systems are used to facilitate such conversions. Many colleges and universities offer degree programs in library and information sciences which cover records management. Schools in Canada also provide specialized education opportunities in records management.
The Faculty of Information at the University of Toronto allows students in the Master of Information program to concentrate their studies in Archives and Records Management. An Electronic Document and Records Management System 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. Electronic records management Systems commonly provide specialized security and auditing functionality tailored to the needs of records managers. Department of Defense standard The National Archives in the UK has published two sets of functional requirements to promote the development of the electronic records management software market and While these requirements were initially formulated in collaboration with central government, they have been taken up with enthusiasm by many parts of the wider public sector in the UK and in other parts of the world.
The testing program has now closed; The National Archives is no longer accepting applications for testing. The National Archives requirements remain current. Commercial records centers are facilities which provide services for the storage for paper records for organizations. In some cases, they also offer storage for records maintained in electronic formats.
Commercial records centers provide high density storage for paper records and some offer climate controlled storage for sensitive non-paper and critical vital paper media. There is a trade organization for commercial records centers for example, PRISM International , however, not all service providers are members. From Wikipedia, the free encyclopedia. The examples and perspective in this article may not represent a worldwide view of the subject. You may improve this article , discuss the issue on the talk page , or create a new article , as appropriate. March Learn how and when to remove this template message.
Main article: Records life-cycle.
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