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Understanding Digital Records Management

Understanding Digital Records Management

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Published by laserfiche
This white paper explains the fundamentals of digital records management, defines commonly used terms and helps you select the best system for your organization.
This white paper explains the fundamentals of digital records management, defines commonly used terms and helps you select the best system for your organization.

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Published by: laserfiche on Jun 26, 2008
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12/15/2010

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Records Management Focus White Paper
Understanding Digital Records Management
Records Management Solutions for Today’s Regulatory Environment
 
Contents
Executive Summary
.....................................................................................................
1
Records Management Overview
..................................................................................
2
 
Understanding the concept o a “record”
 
................................................................
2
 
Determining which records to keep
 
........................................................................
2
 
Defning records management
.
.............................................................................
 
3
 
Identiying the benefts o records management
 
................................................
 
5 
Managing electronic records
 
................................................................................
 
6
Understanding Digital Records Management
...........................................................
 
7
 
Record series
 
.......................................................................................................
 
7
 
Metadata
 
.................................................................................................................
 
8
 
Linking
 
...................................................................................................................
 
8
 
Versioning
 
...............................................................................................................
 
8
 
Security tags and audits
 
.......................................................................................
 
9
 
Vital records
 
..........................................................................................................
 
9
 
Cuto
 
......................................................................................................................
 
9
 
Closing records
 
....................................................................................................
10
 
Retention
 
..............................................................................................................
 
11
 
Disposition
 
.............................................................................................................
 
11
 
Freezing
 
................................................................................................................
 
12
Choosing a Records Management Application
......................................................
 
13 
Transparent records management
 
..................................................................
 
13 
Legal considerations
 
............................................................................................
 
14
Conclusion: Records Management in Today’s Organizations
.................................
 
15
 
Records management systems simpliy the lie cycle management o business records. Arecords management system supports the automatic enorcement o consistent, organi-zation-wide records policies and reduces the cost o regulatory compliance. This whitepaper explains the specics o records management, rom dening what records are andwhat records management is to explaining how to choose a quality records managementapplication.Since 2005, records management has become increasingly important or organizationsdue to new compliance regulations and statutes. While government, legal, nancial andhealthcare entities have a strong history o records management, general record keepingo corporate records has been poorly standardized and implemented. Scandals at com-panies including Enron and Arthur Andersen, and, more recently, at Morgan Stanley,have renewed interest in corporate records compliance, litigation preparedness and otherissues. Most legislation and regulations have been handed down with no road map orcompliance. Security and compliance ocers as well as records managers have been letto end or themselves in search o the right combination o products and procedures toensure that complying with these regulations does not disrupt day-to-day operations ortheir ability to do business.Fortunately, there is a records management standard that has emerged as the de acto stan-dard across most industries. The United States Department o Deense (DoD) developed arecords management standard, DoD Standard 5015.2, as a requirement or records man-agement applications implemented within its departments. Unlike other requirements, the DoD developed very specic criteria, as well as a ormaltesting process to determine whether a records management application meets the stan-dard. Because o the ormal testing process and the strictness o the requirements, organi-zations outside o the DoD have used the 5015.2 standard as a starting point or evaluatingrecords management applications or their own use. Knowing that a DoD-certied applica-tion has been rigorously tested against a standard that is much more demanding than theregulations they must comply with provides a great deal o comort to compliance ocersand records managers. The goal o this white paper is to describe the principles and generally accepted practiceso records management. Inormation presented is o a theoretical nature and is not specicto any particular product or technology.
Executive Summary
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