Robert F. Smallwood

Managing Electronic Records (eBook, ePUB)

Methods, Best Practices, and Technologies

• Format: ePub

Produktbeschreibung

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.

---

Dieser Download kann aus rechtlichen Gründen nur mit Rechnungsadresse in A, B, BG, CY, CZ, D, DK, EW, E, FIN, F, GR, HR, H, IRL, I, LT, L, LR, M, NL, PL, P, R, S, SLO, SK ausgeliefert werden.

Produktdetails

• Verlag: John Wiley & Sons
• Seitenzahl: 464
• Erscheinungstermin: 2. April 2013
• Englisch
• ISBN-13: 9781118282380
• Artikelnr.: 38401512

Autorenporträt

ROBERT F. SMALLWOOD is a Partner and Executive Director of the E-Records Institute at IMERGE Consulting. With more than twenty-five years' experience in the field, Mr. Smallwood is one of the most published and respected authorities on e-records and document management. His clients include major corporations, as well as government agencies at all levels.

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 Records Program 138
Implementing Protective Procedures 141 Cloud Computing Offers a New Option
144 Auditing the Vital Records Program 145 Additional Resources 146 Notes
147 Chapter 9 ERM Link to Business Process Improvement 149 Stephen
Goodfellow, CRM Improving Processes, Improving Quality 149 Six Sigma 150
Learning from the Failures of the Past 152 Typical Components when
Improving a Business Process 153 Business Process and E-Records Link 154
Documenting Business Processes 154 First Steps in Documenting a Process:
Information Gathering 155 Creating a Process Narrative 156 Flowcharting 157
Process Analysis 158 Workflow 159 E-Records Are Very Personal to People 160
Change Management 161 Communicate, Communicate, Communicate 162 Find the
Source; Avoid the Cycle 163 Avoid Scope-creep: Defining "The Project" and
Its Scope 164 Changing Processes Gets Personal 165 Notes 167 Chapter 10
Workflow and Business Process Management Software 169 Jon Pyke and Robert
Smallwood Workflow Software 170 Business Process Management Suites 171
Notes 177 Part three--Information Delivery Platforms--Managing E-Records
179 Chapter 11 Managing E-Mail and IM Records 181 Employees Regularly
Expose Organizations to E-Mail Risk 182 E-Mail Polices Should Be Realistic
and Technology Agnostic 183 E-Record Retention: Fundamentally a Legal Issue
183 Preserve E-Mail Integrity and Admissibility with Automatic Archiving
184 Instant Messaging 186 Best Practices for Business IM Use 187 Technology
to Monitor IM 189 Tips for Safer IM 189 Notes 191 Chapter 12 Managing
E-Records in the Cloud 193 Defining Cloud Computing 194 Key Characteristics
of Cloud Computing 195 What Cloud Computing Really Means 196 Cloud
Deployment Models 196 Greatest Security Threats to Cloud Computing 197 IG
Guidelines: Managing Documents and Records in the Cloud 204 Managing E-Docs
and Records in the Cloud: A Practical Approach 205 Long-Term Content
Migration Issues 206 Cloud Services Lack Basic Records Management
Capabilities 207 Notes 208 Chapter 13 Managing Social Media Business
Records 211 Types of Social Media in Web 2.0 211 Additional Social Media
Categories 212 Social Media in the Enterprise 213 Key Ways Social Media Is
Different from E-Mail and Instant Messaging 214 Biggest Risks of Social
Media 215 Legal Risks of Social Media Posts 216 Tools to Archive Social
Media 217 IG Considerations for Social Media 219 Key Social Media Policy
Guidelines 219 Records Management Considerations for Social Media 220
Emerging Best Practices for Managing Social Media Records 222 Notes 223
Chapter 14 SharePoint Governance for E-Records and Documents 225 Monica
Crocker, CRM, PMP; edited by Robert Smallwood Process Change, People Change
226 Where to Begin the Planning Process 227 Records Management Policy
Considerations 231 Roles and Responsibilities 231 Establish Processes 232
Training Plan 233 Communications Plan 233 Notes 235 Part four--Technical
Issues 237 Chapter 15 International E-Records Standards 239 Benefits of
Standards 241 Major International Standards 242 Additional Guidance from
ANSI, ARMA, AIIM, NIST, BSI 248 Major National and Regional ERM Standards
251 Other National Standards 261 Where to Find More Information on ERM
Standards 262 Notes 264 Chapter 16 Metadata Governance, Standards, and
Strategies 271 Types of Metadata 273 Core Metadata Issues 273 International
Metadata Standards and Guidance 274 National Metadata Standards 277
Metadata Strategies 280 Notes 283 Chapter 17 Long-Term Digital Preservation
285 Charles M. Dollar and Lori J. Ashley Defining Long-Term Digital
Preservation 285 Key Factors in Long-Term Digital Preservation 286 Threats
to Preserving Records 288 Digital Preservation Standards 289 PREMIS
Preservation Metadata Standard 296 Recommended Open Standard Technology
Neutral Formats 297 Digital Preservation Requirements 301 Long-Term Digital
Preservation Capability Maturity Model(r) 301 Scope of the Capability
Maturity Model 304 Digital Preservation Capability Performance Metrics 309
Digital Preservation Strategies and Techniques 309 Evolving Marketplace 312
Looking Forward 312 Notes 314 Chapter 18 Storage and Hardware
Considerations 317 The Onslaught of "Big Data" 317 Basic Types of Computer
Storage 318 Today's E-Records Storage Solutions 319 Nonerasable
Nonrewritable Requirement for Securities Broker-Dealers 319 Nonalterable
Media Helps Meet Regulations in Healthcare and Other Industries 320 Notes
321 Part five--Project and Program Management Issues 323 Chapter 19
E-Records Project Planning and Program Management Issues 325 Robert
Smallwood; edited by Monica Crocker, CRM, PMP Avoiding Problems 326
Communication Is Key 327 Getting an Early Win 327 Selecting the Right Team
Members 329 Project Charter 329 Standards in Project Management 330 Project
Management Methodologies 330 Determining the Best Approach 335 Moving to an
Ongoing Program 335 Monitoring and Accountability 335 Continuous Process
Improvement 336 Why Continuous Improvement Is Needed 336 Notes 338 Chapter
20 Building the Business Case to Justify an ERM Program 341 Determine What
Will Fly in Your Organization 341 Strategic Business Drivers for Project
Justification 342 Benefits of Electronic Records Management 344 Presenting
the Business Case 346 Notes 347 Chapter 21 Securing Executive Sponsorship
349 Executive Sponsor Role 350 Project Manager: Key Tasks 350 It's the
Little Things 352 Evolving Role of the Executive Sponsor 352 Notes 353
Chapter 22 Procurement Governance: The Buying Process 355 Evaluation and
Selection Process: RFI, RFP, or RFQ? 355 Evaluating Software Providers: Key
Criteria 361 Negotiating Contracts: Ensuring the Decision 366 More Contract
Caveats 369 How to Pick a Consulting Firm: Evaluation Criteria 369 Notes
372 Chapter 23 Best Practices for Electronic Records Management 373
Detailed ERM Best Practices 376 Conclusion 377 Notes 378 Appendix A Laws
and Major Regulations Related to Records Management 379 Appendix B Listing
of Technology and Service Providers 391 Appendix C Trends in Electronic
Medical Records Technology 399 John W. Orth Glossary 411 About the Author
425 About the Major Contributors 427 Index 429