Electronic records management in an organization includes: Setting policies and standards. Assigning responsibilities and authorities.
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Establishing and promulgating procedures and guidelines. Information management. Providing a range of services relating to the management and use of records. The design, implementation and administration of specialized systems for managing records. Integrating records management into business systems and processes. To do this, organizations should institute and carry out a comprehensive records management program which includes: Determining what records should be created in each business process, and what information needs to be included in the record.
Deciding in what form and structure records should be created and captured in, and the technologies to be used. Determining what metadata should be created with the record and through record processes and how that metadata will be persistently linked and managed. Preserving records and making them accessible over time, in order to meet business requirements and community expectations. Ensuring that records are maintained in a safe and secure environment.
Identifying and evaluating opportunities for improving the effectiveness, efficiency or quality of its processes, decisions, and actions that could result from better records creation or management. Determining requirements for retrieving, using and transmitting records between business processes and other users and how long they need to be kept to satisfy those requirements.
Deciding how to organize records so as to support requirements for use. Assessing the risks that would be entailed by failure to have authoritative records of activity.
Complying with legal and regulatory requirements, applicable standards and organizational policy. Ensuring that records are retained only for as log as needed or required. File plan A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records.
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Features The file plan of OpenKM document management, describes every type of records in the organization, the location where they should be stored, the rules applying to them, the retention schedule and timeline, manner of their disposition, and the person or persons responsible for their management. It consists of the following tasks: Describe the kinds of items the organization acknowledges to be records. Classification of records into a wide range of categories.
Indicate where records are stored. Describe retention periods for records. Delineate who is responsible for managing the various kinds of records. Work with electronic records and non electronic record. Inheritance It allows inheritance between file series.
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Inherit from parent file series to child one. Extend file series. Clone file series. Security Set security by file series of the record.
Security based on OpenKM plugin system. Create your own dynamic security for each file series, for example, based on metadata values.
Record manager Record manager based on OpenKM plugin system. Create your own dynamic logic for each file series, for example, based on metadata values, the file series can be promoted as "record" status. Dynamic logic for evaluating the task "promote as record".
What are electronic records?
Search Define common searches based on file series of record. Classification of business activities Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records: Providing linkages between individual records with accumulate to provide a continuos record of activity.
Ensuring records are named in a consistent manner over time. Assisting in the retrieval of all records relating to a particular function or activity. Determining security protection and access appropriate for sets of records. Allocating user permissions for access to, or action on, particular groups of records. Distributing reponsibility for management of particular sets of records.
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