Define content types, libraries, policies, and, when it is required, metadata that determines the location to route a document to. For instance, in the United Kingdom, Section 46 of the Freedom of Information Act required the government to publish a Code of Practice on Records Management for Records managment authorities.
A record is either created or received by an organization in pursuance of or compliance with legal obligations, or in the transaction of business. Civil engineers Records managment need to be consulted to determine that the file room can effectively withstand the weight of shelves and file cabinets filled with paper; historically, some Records managment vessels were designed to take into account the weight of their operating procedures on paper as part of their ballast equation [ citation needed ] modern record-keeping technologies have transferred much of that information to electronic storage.
By carefully categorizing all enterprise content in your organization, these people can help you ensure that documents are retained for the appropriate period of time. Transparency The increased importance of transparency and accountability in public administration, marked by the widespread adoption of Freedom of Information laws, has led to a focus on the need to manage records so that they can be easily accessed by the public.
An inactive record is a record that is no longer needed to conduct current business but is being preserved until it meets the end of its retention periodsuch as when a project ends, a product line is retired, or the end of a fiscal reporting period is reached.
Plan how content becomes Records managment If you are using SharePoint Server for both active document management and records management, you can create custom workflows to move documents to a records archive.
A method for capturing records' metadata and audit histories and for maintaining them. Schools in Canada also provide specialized education opportunities in records management. Determining which documents and other physical or electronic items in your organization are records is the responsibility of corporate compliance officers, records managers, and lawyers.
Current issues[ edit ] Compliance and legal issues While public administration, healthcare and the legal profession have a long history of records management, the corporate sector has generally shown less interest.
Records-management principles and automated records-management systems aid in the capture, classification, and ongoing management of records throughout their lifecycle. Overview of records management planning This topic describes the planning steps that you should take to help make sure that the records management system that you implement based on SharePoint Server will achieve your organization's records management goals.
For example, make sure that that content is being appropriately audited so that suitable audits are retained together with records.
Functional requirements for computer systems to manage digital records have been produced by the US Department of Defense The United Kingdom's National Archives and the European Commission,  whose MoReq Model Requirements for the Management of Electronic Records specification has been translated into at least twelve languages funded by the European Commission.
Plan email integration Determine whether you will manage email records within SharePoint Serveror whether you will manage email records within the email application itself. The format and media of records is generally irrelevant for the purposes of records management from the perspective that records must be identified and managed, regardless of their form.
There is substantial confusion about what constitutes acceptable digital records for the IRSas the concept is relatively new.
Records continuum theory[ edit ] The records continuum theory is an abstract conceptual model that helps to understand and explore recordkeeping activities in relation to multiple contexts over space and time.
March Learn how and when to remove this template message Not all documents Records managment records. These can also be used for periodic auditing to identify unauthorized movement of the record. A digital archive has been established by PROV to enable the general public to access permanent records.
Commercially available products can manage records through all processes active, inactive, archival, retention scheduling and disposal. Storing records Records must be stored in such a way that they are accessible and safeguarded against environmental damage.
The process needs to be well-documented, starting with a records retention schedule and policies and procedures that have been approved at the highest level. Based at the School of Library, Archival and Information Studies at the University of British Columbiain Vancouver, British Columbia, Canada, the InterPARES Project is a collaborative project between researchers all across the world committed to developing theories and methodologies to ensure the reliability, accuracy, and authenticity of digital records.
Identifying records If an item is presented as a legal record, it needs to be authenticated. Disposal of records Disposal of records does not always mean destruction. Records may be formally and discretely identified by coding and housed in folders specifically designed for optimum protection and storage capacity, or they may be casually identified and filed with no apparent indexing.
Legal hold records[ edit ] Legal hold records are those records that are mandated, usually by legal counsel or compliance personnel, to be held for a period of time, either by a government or by an enterprise, and for the purposes of addressing potential issues associated with compliance audits and litigation.
The need to ensure personal information is not retained unnecessarily has brought greater focus to retention schedules and records disposal.Office of the Chief Records Officer for the U.S.
Government. Records management establishes policies and standards for maintaining diverse types of records. Some, but not all, documents within an organization become records. Some, but not all, documents within an organization become records.
ARMA International serves professionals in the records, data and information governance industry looking to further their education, stay up to date on the latest news and network with other information management individuals. ARMA delivers the resources you need to succeed in a world filled with big data, blockchain, risk compliance and changes in.
Records Management is reviewing records management practices throughout the agency. We are: Completing completing an internal, agency-wide records inventory to identity all records, paper and electronic. Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions.
Records Management State Records Management.
The Pennsylvania Historical and Museum Commission, in conjunction with the Secretary of Administration, is responsible for implementing the Commonwealth's records management program.Download