John B. Breeden, CRM VDOT Records Manager Virginia Department of Transportation
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1 Document and Records Management Standards (or How to Save Your Bacon) John B. Breeden, CRM VDOT Records Manager Virginia Department of Transportation
2 Topics Why are standards important to you and your organization? Definitions: Understand the use and meaning of terms Types of standards and standards organizations Some standards and how they can help you
3 Why Standards? (Or How to Avoid the Frying Pan Part 1) Increase the rate of success in implementations Reduce the risk as implementations will be easier and more successful Increase acceptance by users and management due to the credibility that comes from systems that meet standards requirements
4 How to Avoid the Frying Pan (Part 2) Protect technology and product development investments Reduce procurement costs Reduce compliance costs and risks Improve quality Facilitate long term storage of electronic documents
5 Definitions Record: Information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. Document: Recorded information or object that can be treated as a unit. ISO
6 Definitions Records Management: Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. ISO , 2001
7 Definitions Document Management: The management of documents in order to manage, control, locate, and retrieve information in a system. TR
8 Types of Standards Salt, Sugar, or Smoke Cured? De facto (DOD ) De facto (Any Microsoft product) Formalized standards organizations: American National Standards Institute (ANSI), International Standards Organization (ISO)
9 ANSI/ISO ARMA-Records Mgmt Standards AIIM-Document Mgmt Standards Technical Reports/ Recommended Practices Standards
10 Records Management The Pan Records management policies and procedures
11 Document Management- Part 1 Processes involving capture, indexing, storage, retrieval, distribution and communication, presentation, migration, exchange, preservation and disposal; Input/output quality of documents (micrographic or electronic); Implementation, inspection and quality control procedures for storage, use and preservation of documents (micrographic or electronic), including supportive metadata;
12 Document Management- Part 2 Applications involving workflow (process management) in an enterprise and on the Internet; Maintenance of quality and integrity during information exchange between systems; Procedures and processes supporting legal admissibility and/or integrity and security; management of related audit trail information.
13 Records Management- ISO standard Basic Principles and Policies: Characteristics of a record Designing and implementing records systems Conversion and migration Access, retrieval and use Retention & disposition
14 Records Management- ISO guidelines Implementation: Further explanation Offers a methodology Overview of processes and factors to consider
15 Document Management- TR-27 Electronic Imaging RFP Guidelines-Part 1 ID fundamental steps in EIM (receipt, sorting, scanning, storing, processing Project Planning: Project organization, team, budget, schedule Process reengineering, conversion
16 Document Management- TR-27 Electronic Imaging RFP Guidelines-Part 2 RFP Organization Technical Requirements Evaluation Tools
17 Document Management- TR-48 Integrating EDM and ERM EDMS/ERMS Functions Reference Model: Creation/Capture, Metadata Mgmt, User Mgmt, Workflow Mgmt, Reporting, Retention/Disposition, Audit trail
18 Document Management- Statistical Sampling for Document Images-ISO Procedures to select and apply and apply sampling inspection plans to insure it meets your needs Image attributes Sampling plans Sampling size
19 Document Management- ISO Trustworthiness Ensuring acceptance of records in court: Policies Media/formats Procedures & Processes: Capture, indexing, file transmission, retention, destruction, system recovery, security, workflow, version control, documentation
20 Document Management- Some New Initiatives Managing Electronic Messages as Records Workflow Management Coalition (WfMC) PDF-A and PDF-E XML Wrappers Digital Image Quality and Preservation Microfilm still lives!
21 For More Information Contact ARMA or AIIM AIIM Standards ARMA Standards
22 Questions??? John Breeden, CRM (804-) With thanks to Anne Snyder
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