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ERMS Systems

ERMS Systems. Opportunities Threats Remedial actions My experience. Opportunities. Better shared working Better access to corporate information Cost savings Electronic records and corporate memory FoI. Personal Threats. People Paranoid (silos) Obstructive (signatures) Refusers

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ERMS Systems

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  1. ERMS Systems • Opportunities • Threats • Remedial actions • My experience

  2. Opportunities • Better shared working • Better access to corporate information • Cost savings • Electronic records and corporate memory • FoI

  3. Personal Threats • People • Paranoid (silos) • Obstructive (signatures) • Refusers • Subverters • Hopeless cases

  4. System threats • File plan – how logical is it • Simplicity of operation • File titles (Alexa Traffic Reports) • Information overload

  5. a clear understanding of the nature of e-records; • create records and metadata necessary to document business processes • maintain a structure of folders to reflect logical groupings of records; • secure maintenance of the integrity of electronic records; • the accessibility e-records for as long as required • the application of appropriate disposal procedures, including procedures for archiving; and • the ability to cross reference electronic records to their paper counterparts in a mixed environment. Legal threats Records management code (s46)

  6. email • Foi • Evidential – audit • Records • Corporate information

  7. Dealing with threats • Refusers – remove options (drives) • Subverters • Senior management pressure Hopeless cases • Training • Learn from colleagues

  8. System issues • Need for clear rules on file titling • Need logical file plan • Need proper rules on access (silos) and security eg how to handle staff reviews • Records management plan

  9. Email • Clear policy on filing in erms • When selecting an ERMS system pay attention to how it handles email • Delete after XXX months • Audit trail issues • Bulk issues

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