Managing Electronic Records Methods, Best Practices, and Technologies
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 practicesNearly all business records created today are electronic, and are increasing in number at br...
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| Main Author | |
|---|---|
| Format | eBook Book |
| Language | English |
| Published |
Hoboken, New Jersey
Wiley
2013
John Wiley & Sons, Incorporated Wiley-Blackwell John Wiley & Sons |
| Edition | 1. Aufl. |
| Series | Wiley CIO |
| Subjects | |
| Online Access | Get full text |
| ISBN | 1118218299 9781118218297 9781118284834 1118284836 1118282388 9781118282380 111859116X 9781118591161 1118282906 9781118282908 |
Cover
Table of Contents:
- Essential Steps to Implementing a Vital Records Program -- U.S. National Archives Approach to Identify Vital Records -- Critical Identifiers for Vital Records -- Implementing Protective Procedures -- Instant Continuous Backup -- Off‐site Continuity Options -- Cloud Computing Offers a New Option -- Auditing the Vital Records Program -- Additional Resources -- Notes -- Chapter 9 ERM Link to Business Process Improvement -- Improving Processes, Improving Quality -- Six Sigma -- Learning from the Failures of the Past -- Typical Components When Improving a Business Process -- Business Process and E‐Records Link -- Documenting Business Processes -- First Steps in Documenting a Process: Information Gathering -- Creating a Process Narrative -- Flowcharting -- Process Analysis -- Workflow -- E‐Records Are Very Personal to People -- Change Management -- Communicate, Communicate, Communicate -- Find the Source -- Avoid the Cycle -- Avoid Scope-creep: Defining "The Project" and Its Scope -- Changing Processes Gets Personal -- Notes -- Chapter 10 Workflow and Business Process Management Software -- Workflow Software -- Business Process Management Suites -- Notes -- PART THREE Information Delivery Platforms: Managing E‐Records -- Chapter 11 Managing E‐Mail and IM Records -- Employees Regularly Expose Organizations to E‐Mail Risk -- E‐Mail Polices Should Be Realistic and Technology Agnostic -- E‐Record Retention: Fundamentally a Legal Issue -- Preserve E‐Mail Integrity and Admissibilitywith Automatic Archiving -- E‐Mail Archiving Rationale: Compliance, Legal, and Business Reasons -- Don't Confuse E‐Mail Archiving with Backup -- No Personal Archiving in the Workplace -- Are All E‐Mails Records? -- Destructive Retention of E‐Mail -- Instant Messaging -- Best Practices for Business IM Use -- Technology to Monitor IM -- Tips for Safer IM -- Notes
- E‐Records Inventory Challenges -- Records Inventory Purposes -- Records Inventorying Steps -- Goals of the Inventory Project -- Scoping the Inventory -- Management Support: Executive Sponsor -- Information/Elements for Collection -- Creating a Records Inventory Survey Form -- Who Should Conduct the Inventory? -- Determine Where Records Are Located -- Conduct the Inventory -- Analyze and Verify the Results -- UK Approach to the Records Inventorying Process -- Stage 1: Creating a Project Schedule and Plan -- Stage 2: Clear Communication of Business Objectives and Scope -- Stage 3: Tailoring the Records Inventory Survey -- Stage 4: Inventory Form Fulfillment -- Stage 5: Records Inventory Tabulation and Documentation -- Stage 6: Ongoing Inventorying Program Requirements -- Appraising the Value of Records -- Ensuring Adoption and Compliance of RM Policy -- Notes -- Chapter 6 Taxonomy Development for E‐Records -- Importance of Navigation and Classification -- When Is a New Taxonomy Needed? -- Taxonomies Improve Search Results -- Records Grouping Rationale -- Business Classification Scheme, File Plans, and Taxonomy -- Classification and Taxonomy -- Metadata and Taxonomy -- Prebuilt versus Custom Taxonomies -- Controlled Vocabularies and Hierarchical Taxonomies -- Thesaurus Use in Taxonomies -- Taxonomy Types -- Which Taxonomy Type Should You Use? -- Taxonomy Project Planning -- Leveraging Subject Matter Experts -- Gather Existing Information Sources -- Document Inventory -- Business Process Analysis -- Construct the Taxonomy -- What to Do with Items That Do Not Neatly Fit -- Taxonomy Testing: A Necessary Step -- Taxonomy Maintenance -- Taxonomy Management Tools for Continued Maintenance -- Social Tagging and Folksonomies -- Notes -- Chapter 7 Developing Retention Schedules for E‐Records -- What Is a Records Retention Schedule?
- Intro -- Managing Electronic Records -- Contents -- Foreword -- Preface -- Acknowledgments -- PART ONE E‐Records Concepts -- Chapter 1 E‐Records Definitions, Business Drivers, and Benefits -- Records Management Business Rationale -- Why Is Records Management So Challenging? -- Benefits of Electronic Records Management -- Additional Intangible Benefits -- Notes -- Chapter 2 Information Governance: The Crucial First Step -- First, Better Policies -- Then, Better Technology for Better Enforcement -- Defining Information Governance -- Stakeholder Consultation Is Key -- Accountability Is Key -- Why IG Is Good Business -- Impact of a Successful IG Program -- Critical Factors in an IG Program -- Who Should Determine IG Policies? -- Notes -- Chapter 3 Generally Accepted Recordkeeping Principles® -- The Principles -- Accountability -- Transparency -- Integrity -- Protection -- Compliance -- Availability -- Retention -- Disposition -- Assessment and Improvement Roadmap -- Generally Accepted Recordkeeping Principles® Benchmarks -- Notes -- Chapter 4 Managing E‐Documents and Records -- Enterprise Content Management -- Document Management Principles -- Electronic Document Management Systems -- Electronic Records Management -- Records Management Principles -- ERM Principles in Detail -- Accessibility and Readability over Time -- Appraisal of Records -- Audit Trail -- Authenticity -- Business Classification Schemes -- Central Repository -- Collaboration -- Disposition: Transfer, Destruction, Preservation -- Document Scanning -- File Formats -- Metadata -- Physical Records Management -- Retention Scheduling -- Search and Retrieval -- Security and Access Control -- Storage Media -- Version Control -- Vital Records -- Workflow -- Notes -- PART TWO E‐Records Fundamentals -- Chapter 5 Inventorying E‐Records -- The Generally Accepted Recordkeeping Principles
- Benefits of a Retention Schedule -- General Principles of Retention Scheduling -- Developing a Records Retention Schedule -- Why Are Retention Schedules Needed? -- Information Included on Retention Schedules -- Steps in Developing a Records Retention Schedule -- What Records Do You Have to Schedule? Inventory and Classification -- Rationale for Records Groupings -- Records Series Identification and Classification -- Retention of E‐Mail Records -- How Long Should You Keep Old E‐Mail? -- Destruction Retention of E‐mail -- Records Appraisal: Value Assessment and Prioritization -- Types of Records Values -- Legal Staff Research and Input Is Essential in Determining Legal Value -- Estimating the Value of Financial Records -- Determining Scientific or Technical Value of Records -- Long‐Term Archival Records -- Records Having Evidential Value -- Records Having Informational Value -- Assigning Time Periods to Records Values -- Meeting Legal Limitation Periods -- Legal Requirements and Compliance Research -- Event‐Based Retention Scheduling for Disposition of E‐Records -- Prerequisites for Event‐Based Disposition -- Final Disposition and Closure Criteria -- Retention Periods: Online versus Offline -- Closure Dates -- Retaining Records Indefinitely -- Retaining Transitory Records -- Implementation of the Retention Scheduleand Disposal of Records -- Getting Acceptance and Formal Sign‐Off of the Retention Schedule -- Disposition Timing: Records Disposal -- Automating Retention/Disposal Actions -- Disposal Date Changes -- Proving Record Destruction -- Ongoing Maintenance of the Retention Schedule -- Audit to Manage Compliance with the Retention Schedule -- Notes -- Chapter 8 Managing Vital E-Records -- Defining Vital Records -- Types of Vital Records -- Impact of Losing Vital Records -- Creating, Implementing, and Maintaininga Vital Records Program
- United States E‐Records Standard
- Chapter 12 Managing E‐Records in the Cloud -- Defining Cloud Computing -- Key Characteristics of Cloud Computing -- What Cloud Computing Really Means -- Cloud Deployment Models -- Greatest Security Threats to Cloud Computing -- Document and Data Breaches -- The Enemy Within: Insider Threats -- Hacking and Rogue Intrusions -- Insecure Points of Cloud Connection -- Issues with Multitenancy and Technology Sharing -- Hacking, Hijacking, and Unauthorized Access -- Who Are Your Neighbors? -- IG Guidelines: Managing Documents and Records in the Cloud -- Managing E‐Docs and Records in the Cloud: A Practical Approach -- Long‐Term Content Migration Issues -- Cloud Services Lack Basic Records Management Capabilities -- Notes -- Chapter 13 Managing Social Media Business Records -- Types of Social Media in Web 2.0 -- Additional Social Media Categories -- Social Media in the Enterprise -- Key Ways Social Media Is Different from E‐Mail and Instant Messaging -- Biggest Risks of Social Media -- Legal Risks of Social Media Posts -- Tools to Archive Social Media -- IG Considerations for Social Media -- Key Social Media Policy Guidelines -- Records Management Considerations for Social Media -- Records Retention Guidelines -- Content Control Models -- Emerging Best Practices for Managing Social Media Records -- Notes -- Chapter 14 SharePoint Governance for E‐Records and Documents -- Process Change, People Change -- Where to Begin the Planning Process -- Begin at a High Level -- Establish Scope -- Records Management Policy Considerations -- Roles and Responsibilities -- Establish Processes -- Training Plan -- Communications Plan -- Notes -- PART FOUR Technical Issues -- Chapter 15 International E‐Records Standards -- Benefits of Standards -- Major International Standards -- Additional Guidance from ANSI, ARMA, AIIM, NIST, BSI -- Major National and Regional ERM Standards