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...
Gespeichert in:
| 1. Verfasser: | |
|---|---|
| Format: | Buch |
| Sprache: | English |
| Veröffentlicht: |
Hoboken, NJ
Wiley
2013
|
| Schriftenreihe: | Wiley CIO series
|
| Schlagworte: | |
| Online-Zugang: | Inhaltsverzeichnis |
| Zusammenfassung: | 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 Recordsis filled with current, critical information on e-records management methods, emerging best practices, and key technologies.Thoroughly introduces the fundamentals of electronic records managementExplains the use of ARMA's Generally Accepted Recordkeeping Principles (GARP)Distills e-records best practices for email, social media, and cloud computingReveals the latest techniques for e-records inventorying and retention schedulingCovers MS SharePoint governance planning for e-records including policy guidelinesDemonstrates how to optimally apply business process improvement techniquesMakes clear how to implement e-document security strategies and technologiesFully presents and discu++ |
| Beschreibung: | Includes bibliographical references and index |
| Beschreibung: | XIX, 442 S. |
| ISBN: | 9781118218297 |
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| 520 | 1 | |a 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 Recordsis filled with current, critical information on e-records management methods, emerging best practices, and key technologies.Thoroughly introduces the fundamentals of electronic records managementExplains the use of ARMA's Generally Accepted Recordkeeping Principles (GARP)Distills e-records best practices for email, social media, and cloud computingReveals the latest techniques for e-records inventorying and retention schedulingCovers MS SharePoint governance planning for e-records including policy guidelinesDemonstrates how to optimally apply business process improvement techniquesMakes clear how to implement e-document security strategies and technologiesFully presents and discu++ | |
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Datensatz im Suchindex
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|---|---|
| adam_text | 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
1С
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
CHAPTERS Generally Accepted Recordkeeping Principles®
21
Charmaine Brooks, CRM
GAR Principles
21
Assessment and Improvement Roadmap
28
Generally Accepted Recordkeeping Principles® 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
VII
viii
CONTENTS
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®
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 Larky
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
CONTENTS ix
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
11 7
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
CHAPTERS Managing Vital E-Records
135
Defining Vital Records
135
Types of Vital Records
136
Impact of Losing Vital Records
1 37
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 M9
Stephen Coodfellow, CRM
Improving Processes, Improving Quality
149
Six Sigma
150
Learning from the Failures of the Past
152
χ
CONTENTS
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
¡on
Руке
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
Е
-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
CONTENTS xi
Greatest Security Threats to Cloud Computing
197
IG
Guidelines: Managing Documents and Records in the Cloud
204
Managing
Е
-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 ¡n 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,
AHM,
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
xii CONTENTS
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®
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
CONTENTS xiii
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
xiv CONTENTS
APPENDIX
В
Listing of Technology and Service Providers
391
APPENDIX
С
Trends in Electronic Medical Records Technology
399
lohn
W. Orth
GLOSSARY
411
ABOUT THE AUTHOR
425
ABOUT THE MAJOR CONTRIBUTORS
427
INDEX
429
|
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| id | DE-604.BV040994653 |
| illustrated | Not Illustrated |
| indexdate | 2024-07-10T00:37:02Z |
| institution | BVB |
| isbn | 9781118218297 |
| language | English |
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| record_format | marc |
| series2 | Wiley CIO series |
| spelling | Smallwood, Robert Verfasser aut Managing electronic records methods, best practices, and technologies Robert F. Smallwood Hoboken, NJ Wiley 2013 XIX, 442 S. txt rdacontent n rdamedia nc rdacarrier Wiley CIO series Includes bibliographical references and index 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 Recordsis filled with current, critical information on e-records management methods, emerging best practices, and key technologies.Thoroughly introduces the fundamentals of electronic records managementExplains the use of ARMA's Generally Accepted Recordkeeping Principles (GARP)Distills e-records best practices for email, social media, and cloud computingReveals the latest techniques for e-records inventorying and retention schedulingCovers MS SharePoint governance planning for e-records including policy guidelinesDemonstrates how to optimally apply business process improvement techniquesMakes clear how to implement e-document security strategies and technologiesFully presents and discu++ Mesoskopisches System (DE-588)4280799-2 gnd rswk-swf Atomphysik (DE-588)4003423-9 gnd rswk-swf Computersimulation (DE-588)4148259-1 gnd rswk-swf Dokumentenverwaltungssystem (DE-588)4303691-0 gnd rswk-swf Dokumentenverwaltungssystem (DE-588)4303691-0 s DE-604 Mesoskopisches System (DE-588)4280799-2 s Atomphysik (DE-588)4003423-9 s Computersimulation (DE-588)4148259-1 s Erscheint auch als Online-Ausgabe, EPUB 978-1-11-828238-0 Erscheint auch als Online-Ausgabe, MOBI 978-1-11-828290-8 Erscheint auch als Online-Ausgabe, PDF 978-1-11-828483-4 Digitalisierung UB Bamberg application/pdf http://bvbr.bib-bvb.de:8991/F?func=service&doc_library=BVB01&local_base=BVB01&doc_number=025972382&sequence=000002&line_number=0001&func_code=DB_RECORDS&service_type=MEDIA Inhaltsverzeichnis |
| spellingShingle | Smallwood, Robert Managing electronic records methods, best practices, and technologies Mesoskopisches System (DE-588)4280799-2 gnd Atomphysik (DE-588)4003423-9 gnd Computersimulation (DE-588)4148259-1 gnd Dokumentenverwaltungssystem (DE-588)4303691-0 gnd |
| subject_GND | (DE-588)4280799-2 (DE-588)4003423-9 (DE-588)4148259-1 (DE-588)4303691-0 |
| title | Managing electronic records methods, best practices, and technologies |
| title_auth | Managing electronic records methods, best practices, and technologies |
| title_exact_search | Managing electronic records methods, best practices, and technologies |
| title_full | Managing electronic records methods, best practices, and technologies Robert F. Smallwood |
| title_fullStr | Managing electronic records methods, best practices, and technologies Robert F. Smallwood |
| title_full_unstemmed | Managing electronic records methods, best practices, and technologies Robert F. Smallwood |
| title_short | Managing electronic records |
| title_sort | managing electronic records methods best practices and technologies |
| title_sub | methods, best practices, and technologies |
| topic | Mesoskopisches System (DE-588)4280799-2 gnd Atomphysik (DE-588)4003423-9 gnd Computersimulation (DE-588)4148259-1 gnd Dokumentenverwaltungssystem (DE-588)4303691-0 gnd |
| topic_facet | Mesoskopisches System Atomphysik Computersimulation Dokumentenverwaltungssystem |
| url | http://bvbr.bib-bvb.de:8991/F?func=service&doc_library=BVB01&local_base=BVB01&doc_number=025972382&sequence=000002&line_number=0001&func_code=DB_RECORDS&service_type=MEDIA |
| work_keys_str_mv | AT smallwoodrobert managingelectronicrecordsmethodsbestpracticesandtechnologies |