Planning an Imaging Conversion for Shared Electronic Documents. Cheryl Young, CIP, CTT+, CDIA+, APMD, ermm, ecmp
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1 Planning an Imaging Conversion for Shared Electronic Documents Cheryl Young, CIP, CTT+, CDIA+, APMD, ermm, ecmp
2 Records Manager as Change Manager.there is no more delicate matter to take in hand, nor more dangerous to conduct, nor more doubtful in its success, than to setup as a leader in the introduction of changes. For he who innovates will have for his enemies all those who are well off under the existing order of things and only lukewarm supporters in those who might be better off under the new. Machiavelli The Prince 11/18/2014 2
3 Overview Planning the Conversion Document Lifecycle Overview Records Management Drill Down Tools You Can Use 11/18/2014 3
4 Planning the Conversion Earley & Associates Knowledge Worker Study 43% gain in efficiency by knowledge workers w/edms ARMA Study $5,000 per year/employee in lost time looking for Personal Experience 16 sq. ft. per employee for cabinets on average Calculate YOUR Return on Investment AIIM Los Angeles 11/18/2014 4
5 Plan Identify your supporters Identify your roadblocks Identify what success will look like Identify the benefits in the To Be environment Take As Is pictures AIIM Los Angeles 11/18/2014 5
6 Current Filing Yep, someone really works here
7 And now for some education. 11/18/ AIIM Los Angeles
8 What is a Document? Document Definition: Recorded information or object which can be treated as a unit (ISO 15489) A piece of information in any media: paper, audio, video, photo, microfilm, database Ad-hoc Working papers Transitory and changing Critical Documents Lasting value Defined by business process 11/18/2014 8
9 What is a Record? Recorded information in any format that is created, received, and maintained as evidence and information by an organization or person in pursuance of legal obligations or in the transaction business ISO /18/2014 9
10 What is Records Management? Records Management is the field of management responsible for the efficient and systematic control of creation, receipt, maintenance, use, and disposition of records processes for capturing and maintaining evidence information about business activities and transactions A Records System is an information system which captures, manages and provides access to records through time, and, disposes at the proper time AIIM Los Angeles 11/18/
11 Documents > Records Records Evidence of business transactions Evidence of compliance Required for audit Required by customer Need different retention schedules Critical Documents Lasting operational value Defined by business process May not have legal value Ad-hoc Documents Temporary, used for personal or workgroup productivity Records Critical Documents Ad-hoc Documents Spring/Fall Catalog Ideas What If s Creative Services Contract Shipment Billing Published Catalog Draft Catalog Signed Contract Draft Contract Shipping Document Contract Template Invoice 11/18/
12 Records Management Terms Classification Systematic identification and arrangement of business activities Document Life Cycles Explicitly defined process by which document content is authenticated. Records Retention Schedules Operational, Legal and Historical Value Protection Required Disposition Methods 11/18/
13 Taxonomy: Information Classification Taxonomy - those aspects of information architecture concerned with the classification of organizational knowledge and thesaurus construction; the capture of an organization's language in a systematic way. The KEY to the success of Shared Electronic Documents! 11/18/
14 Records Standards ISO Parts 1 and 2 Sedona Best Practices Generally Accepted Recordkeeping Principles Model Requirements for the Management of Electronic Records ( MoReq2 ) 11/18/
15 Plan Governance Process People Document Solutions Architecture Central Coastal ARMA International, California Océ Business Services 11/18/
16 Records Manager as Change Manager Business Rules Strategic relationships Taxonomy Retention Policy Retention Schedule Communication Education Training Support Executive support Department heads IT critical! Legal Counsel Procurement HR/Training 11/18/
17 Planning the Conversion Define the end result first Paperless office what does that mean, exactly, to your company? Transparent to the end user Ease of retrieval Completeness of metadata One Source of Record Trusted System 11/18/
18 Best Practices Gain Executive Commitment and Buy-in Develop and Implement a Retention Policy and Schedule Establish a Record Policy Create Records Procedures Establish Access and Indexing Parameters Define Compliance Yardsticks Report 11/18/
19 Pilot Project/Model Office Identify one department that is open to change Create a functional specification Fields to be indexed Existing sources for the indexing information Who will access the files What level they may manipulate them (delete, edit, add) Frequency the source data will be updated 11/18/
20 Next Steps Back in the Office: Assess Current Situation What is the state of your records department? How often are you looking for missing records? Review Compliance How do you classify data? Does your company run tests for records recovery audit trails? Evaluate Firm Culture Technology oriented or challenged? Willing to try something new? 11/18/
21 Resources Making the Transition from Paper to Electronic David O. Stephens, CRM Framework for Integration of Electronic Document Management Systems and Electronic Records Management Systems ANSI/AIIM.ARMA TR Winning Strategies for Successful Records Management Programs Dr. Mark Langemo 11/18/
22 Complete Document Lifecycle Document Needs Assessment Mail Management Production / Fulfillment Performance Management Records Management Archiving Create & Capture Imaging Services Distribute Print & Finish Security Access Office Services Archive Copy & Print Management Offsite/ Overflow Hardware & Software Fleet / Asset Management 22 11/18/2014
23 The End Questions? 23 11/18/2014
24 Thank You! Cheryl Ahrens Young Western Integrated Systems, HSMG Office (714) x31
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