بسم الله الرحمن الرحيم Electronic Record Management 431

1. بسم الله الرحمن الرحيمElectronic Record Management 431 • \ • Imam Mohammad Bin Saud University • Faculty of Computer Sciences • Department Information Studies • L. Eetemad M. S. Muminah • 1434/2013 Electronic Record Management 431

2. Chapter 1 Electronic Record Management 431 Electronic Record Management 431

3. http://www.ironmountain.com/future-office/en/index.asp#/records-managementhttp://www.ironmountain.com/future-office/en/index.asp#/records-management • http://www.ironmountain.com/future-office/en/index.asp#/information-management • http://www.ironmountain.com/future-office/en/index.asp#/scanning • http://www.ironmountain.com/future-office/en/index.asp#/shredding Electronic Record Management 431

4. Introduction • Concept: • A record is a record as long as it lives and its authenticity must be preserved as long as the records should live to meet organizational and societal needs. • Records and information management involves managing records in all formats from their creation to their ultimate disposal. • The growing use of computers and the consequent creation of more and more electronic records are putting pressure on governments and other organizations to manage increasingly decentralized record-keeping systems. Electronic Record Management 431

5. History: • Before papers, records were stored on stones and other simple media. • Records management is not new, it has been taking place in organizations for many years. • With use of paper and printing, records were largely used. Electronic Record Management 431

6. History: • Most of business records before 1600 were based upon simple trade transactions that provide evidence of money received and spent, list of articles bought and sold, and simple contracts.  • Until 1950 when computers were first used in business, records were almost entirely paper documents. During this stage of history, records were placed in the files. Electronic Record Management 431

7. History: • Changes in technology facilitate changes in business methods since the 1980s, specially in the process of creating records, the media on which records are stored, and the ways records are used. Electronic Record Management 431

8. Modular Requirements for Records Systems Electronic Record Management 431

9. Definition: • Management: The process resources to archive specific goals through the functions of planning, and controlling • Record: Stored information made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time • Record: is any document, device, or item, regardless of physical form or characteristic…” that has been created or received in the course of a University department / unit / organization’s business that meets the criteria of content, structure, fixity, context, and is maintained as evidence of the organization’s activity(s). Electronic Record Management 431

10. Definition: • Records may include but are not limited to: • General correspondence financial transactional records working papers, including drafts, versions, and copies databases (including the underlying tables, as well as routine reports) • Student and course documentation and transcripts personnel documentation web sites (including Web pages, images, documents, and audio/video files) • Electronic backup media (including tapes, disks, and other storage devices and e-mail. Electronic Record Management 431

11. Definition: • Additional archival and records management terminology may be found at: • The ARMA International Glossary of records and information management terms, 3rd edition. • The society of American archivists glossary of archival and records Terminology. • AIIM Resource Centre: Enterprise content management (ECM) definitions. Electronic Record Management 431

12. Electronic record: Information stored on electronic media that can be readily accessed or changed • Records management: Systematic control of records from their processing distribution organization, storage, and retrieval, to ultimate disposition Electronic Record Management 431

13. Electronic Record Management 431

14. Objectivity: • : • When • Electronic Records Management meets international standards and delivers functionality that extends the traditional and current boundaries of Records Management to literally include any object of any type. • All objects are contained and controlled within the same contextual folder hierarchy, and users are able to define custom fields for classes of records and set common Keyword terms to enable others to quickly classify their documents. Electronic Record Management 431

15. Objectivity: • When • Organizations or agencies practicing records management, and provides the ability for Managers to register, sentence and dispose records and make use of bar-code labels, create archive schedule, transfer to storage agencies, move to inactive storage and track moved, requested, borrowed and overdue items from anywhere in the system. • Then ERM achieved its objectivity. Electronic Record Management 431

16. Benefits: • Operational: • Improved staff performance may occur through time saved searching for records. • More accurate retrieval of information. • Stricter adherence to access and privacy requirements for information management. • Reduced staff costs for filing and managing records Electronic Record Management 431

17. Benefits: • Operational: • Reduced storage costs for keeping records with no continuing value. • Time saved filing information because it is no longer necessary to print out documents, find the correct file, insert the documents in the file and index them. Electronic Record Management 431

18. Benefits: • Financial: • Time saved retrieving information because less time required to search for files, to wait for access to files that are being used by somebody else or to photocopy documents from files. • Time saved redoing work because documents can now be found quickly and • easily. Electronic Record Management 431

19. Benefits: • Financial: • Space saved because fewer desks, filing cabinets and cupboards are needed or because fewer records need to be kept in intermediate storage (such as through a records storage company). • Resources saved, because there is less need for computers, software, hardware, filing cabinets, or other equipment or consumables such as paper, , file covers, printer cartridges and other stationery items. Electronic Record Management 431

20. Benefits: • Financial: • The rate of server-based file storage growth is reduced and the volume of files stored on servers becomes more manageable. Electronic Record Management 431

21. Importance: • The records build up a collective memory and support the image which is presented to the outside world. • They are historical proof of the activities, decisions and policies of the organization, and ensure legal, administrative and audit requirements are met. Electronic Record Management 431

22. Importance: • When well managed, records make our work easier and more efficient. • When poorly managed they can cause problems for us and for others. • Records are one of the most valuable assets. • They are vital for routine, day-to-day tasks and they support decision-making. Electronic Record Management 431

23. Course Content: • NEXT • Records Life Cycle • (Types, Specs, Cycle, … Electronic Record Management 431

24. Electronic Record Management 431