Robert F Smallwood: Managing Electronic Records, Gebunden

Beschreibung

The ultimate guide to electronic records management, featuring a collaboration of expert practitioners including over 400 cited references documenting today's global trends, standards, and best practices
Nearly all business records created today are electronic, and are increasing in number at breathtaking rates, yet most organizations do not have the policies and technologies in place to effectively organize, search, protect, preserve, and produce these records. Authored by an internationally recognized expert on e-records in collaboration with leading subject matter experts worldwide, this authoritative text addresses the widest range of in-depth e-records topics available in a single volume.
Using guidance from information governance (IG) principles, the book covers methods and best practices for everything from new e-records inventorying techniques and retention schedule development, to taxonomy design, business process improvement, managing vital records, and long term digital preservation. It goes further to include international standards and metadata considerations and then on to proven project planning, system procurement, and implementation methodologies. Managing Electronic Records is filled with current, critical information on e-records management methods, emerging best practices, and key technologies.
Thoroughly introduces the fundamentals of electronic records management
Explains the use of ARMA's Generally Accepted Recordkeeping Principles (GARP®)
Distills e-records best practices for email, social media, and cloud computing
Reveals the latest techniques for e-records inventorying and retention scheduling
Covers MS SharePoint governance planning for e-records including policy guidelines
Demonstrates how to optimally apply business process improvement techniques
Makes clear how to implement e-document security strategies and technologies
Fully presents and discusses long term digital preservation strategies and standards
Managing e-records is a critical area, especially for those organizations faced with increasing regulatory compliance requirements, greater litigation demands, and tightened internal governance. Timely and relevant, Managing Electronic Records reveals step-by-step guidance for organizing, managing, protecting, and preserving electronic records.

Inhaltsangabe

Foreword xv

Preface xvii

Acknowledgments xix

Part one--E-Records Concepts 1

Chapter 1 E-Records Definitions, Business Drivers, and Benefits 3

Records Management Business Rationale 5

Why Is Records Management So Challenging? 6

Benefits of Electronic Records Management 7

Additional Intangible Benefits 8

Notes 10

Chapter 2 Information Governance: The Crucial First Step 11

First, Better Policies; Then, Better Technology for Better Enforcement 12

Defining Information Governance 13

Stakeholder Consultation Is Key 14

Accountability Is Key 14

Why IG Is Good Business 15

Impact of a Successful IG Program 16

Critical Factors in an IG Program 16

Who Should Determine IG Policies? 19

Notes 20

Chapter 3 Generally Accepted Recordkeeping Principles(r) 21
Charmaine Brooks, CRM GAR Principles 21

Assessment and Improvement Roadmap 28

Generally Accepted Recordkeeping Principles(r) Benchmarks 31

Notes 34

Chapter 4 Managing E-Documents and Records 35

Enterprise Content Management 35

Document Management Principles 37

Electronic Document Management Systems 38

Electronic Records Management 39

Records Management Principles 40

ERM Principles in Detail 40

Notes 51

Part two--E-Records Fundamentals 53

Chapter 5 Inventorying E-Records 55

The Generally Accepted Recordkeeping Principles(r) 56

E-Records Inventory Challenges 56

Records Inventory Purposes 57

Records Inventorying Steps 58

UK Approach to the Records Inventorying Process 73

Appraising the Value of Records 74

Ensuring Adoption and Compliance of RM Policy 75

Notes 77

Chapter 6 Taxonomy Development for E-Records 79
Barb Blackburn, CRM, with Robert Smallwood; edited by Seth Earley

Importance of Navigation and Classification 81

When Is a New Taxonomy Needed? 81

Taxonomies Improve Search Results 82

Records Grouping Rationale 83

Business Classification Scheme, File Plans, and Taxonomy 84

Classification and Taxonomy 85

Metadata and Taxonomy 85

Prebuilt versus Custom Taxonomies 87

Controlled Vocabularies and Hierarchical Taxonomies 88

Thesaurus Use in Taxonomies 89

Taxonomy Types 89

Which Taxonomy Type Should You Use? 94

Taxonomy Project Planning 96

Leveraging Subject Matter Experts 96

Gather Existing Information Sources 97

Document Inventory 98

Business Process Analysis 99

Construct the Taxonomy 101

What to Do with Items That Do Not Neatly Fit 102

Taxonomy Testing: A Necessary Step 104

Taxonomy Maintenance 105

Taxonomy Management Tools for Continued Maintenance 106

Social Tagging and Folksonomies 106

Notes 108

Chapter 7 Developing Retention Schedules for E-Records 111
Robert Smallwood; edited by Paula Lederman, MLS

What Is a Records Retention Schedule? 112

Benefits of a Retention Schedule 113

General Principles of Retention Scheduling 114

Developing a Records Retention Schedule 115

Why Are Retention Schedules Needed? 115

What Records Do You Have to Schedule? Inventory and Classification 117

Rationale for Records Groupings 119

Records Series Identification and Classification 119

Retention of E-Mail Records 120

How Long Should You Keep Old E-Mail? 121

Destructive Retention of E-Mail 121

Records Appraisal: Value Assessment and Prioritization 122

Legal Requirements and Compliance Research 125

Event-Based Retention Scheduling for Disposition of E-Records 127

Prerequisites for Event-Based Disposition 128

Final Disposition and Closure Criteria 129

Retaining Transitory Records 130

Implementation of the Retention Schedule and Disposal of Records 130

Ongoing Maintenance of the Retention Schedule 131

Audit to Manage Compliance with the Retention Schedule 131

Notes 133

Chapter 8 Managing Vital E-Records 135

Defining Vital Records 135

Types of Vital Records 136

Impact of Losing Vital Records 137

Creating, Implementing, and Maintaining a Vital

Klappentext

MANAGING ELECTRONIC RECORDS

METHODS, BEST PRACTICES, AND TECHNOLOGIES

The role and even the meaning of business records have vastly changed in the past decade. Electronic records have grown from relatively simple items like word processing documents to encompass email, web content, blogs, and social media (including identifying metadata), and are delivered across new platforms such as mobile or cloud computing. Even paper records are now tracked electronically. Along with this myriad of changes, the advent of Big Data brought an exponential increase in the volume of records, which have to be managed in an increasingly regulated environment. Many businesses are woefully unprepared to meet today's electronic records management (ERM) challenges and, as a result, remain exposed to significant legal and competitive risks.

Managing Electronic Records gives professionals the tools to not only mitigate risk, but also position their organizations to leverage the many benefits that flow from effective records management. This comprehensive guide offers users both a strategic overview of current ERM issues and a practical road map for implementing specific ERM solutions. Written by Robert Smallwood, Executive Director of the E-Records Institute at IMERGE Consulting, in collaboration with a slate of noted subject matter experts, this authoritative resource will appeal to a wide range of managers and practitioners, including those performing legal, compliance, records management, risk management, IT, operations, and information governance (IG) functions.

Managing Electronic Records provides hard-hitting advice on e-records management methods, best practices, and technologies, including:

• Choosing which records to archive
• Deciding how to organize records
• Critical standards considerations
• Information governance policies
• Taxonomy development and metadata strategies
• E-record considerations for email, IM, social media, and cloud computing
• MS SharePoint^®^ governance
• E-document security measures
• International standards and frameworks
• Long-term digital preservation of records
• Business process management considerations
• E-record storage and hardware considerations
• Making the business case for ERM
• Project management
• And more

With appendices laying out relevant laws and regulations, viable service providers, and a discussion of electronic medical records, Managing Electronic Records offers key players a one-stop reference to creating a robust and successful e-records management program under the umbrella of IG.

For additional e-records information, training events, and updates, visit the E-Records Institute at www. electronic-records-management. com