Managing Electronic Records - Methods, Best Practices, and Technologies

Informationen zum Autor 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. Klappentext 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 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(r))* 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 standardsManaging 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. Zusammenfassung The ultimate reference with over 400 cited references documenting today's trends, standards, and best practices in electronic records Filled with current, critical information on e-records management methods, best practices, and technologies. Inhaltsverzeichnis 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 ® 21 Charmaine Brooks,...

List of contents

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 Lon

Product details

• Authors: Smallwood, Robert F Smallwood, Robert F. Smallwood, Smallwood Robert F.
• Assisted by: Williams Robert F. (Foreword)
• Publisher: Wiley, John and Sons Ltd
• Languages: English
• Product format: Hardback
• Released: 17.05.2013
• EAN: 9781118218297
• ISBN: 978-1-118-21829-7
• No. of pages: 464
• Dimensions: 190 mm x 262 mm x 39 mm
• Series: Wiley Desktop Editions; Wiley CIO; Wiley Desktop Editions; Wiley CIO
• Subjects: Education and learning > Teaching preparation > Vocational needs; Social sciences, law, business > Business > Management; Business & management, Wirtschaft u. Management, Unternehmenstechnologie, Business Technology