Informational Objects TypeExamples 1. Structured Items Vouchers, Travel Orders, Invoices, Purchase Orders 2. Semi-Structured Items Letters, Memoranda, Telexes, Faxes, , Reports 3. Audio-Visual Items Blueprints, Maps, Photographs, Sound Recordings, Videos, Movies, Tables and Figures 4. Compound Items A Single Item that is a combination of 1, 2 & 3 5. Aggregation of Items Files/Folders Record Series Mixed Media Aggregation 6. Linked Items Databases (relational and otherwise) Annotations, Copies, HyperDocuments source: Strategic Issues for Electronic Records Management: Toward Open Systems Interconnection. ACCIS ERMIS Work Group Report. Table 2.2. CF/RAI/NYHQ/DPP/RAM/

Document Properties & Search Manager Content Internal Links/Pointers Manager (Textbase) Security, Protection & Access Rights Manager (Securitybase) Technical Systems Manager (Adminbase) Coding Manager Thesaurus Classification Coding Schemes Glossaries Vocabulary __________ Records, Information, Knowledge – Functions Desktop Documents Manager Creation/Editing/ Version Control (Documentbase) EDRAMS EDRAMS Electronic Documents, Records & Archives Management Systems EDRAMS Workflow, Roles & Responsibility Manager (Workbase) Collaborative Tools Manager Context & Links Manager (Hyperbase)

Prior Knowledge Multi-Media video, audio Drafts Database Statistics Paper docs for scanning Public Sources __________ Records, Information, Knowledge The Content Private Sources Electronic Records EDRAMS EDRAMS Electronic Document, Records & Archives Management System EDRAMS

Records, Information, Knowledge Documentbase Manager Maintains the native document objects (MS Office docs), versions, attachments and their associated file folders. An object is packaged in a container that preserves the tombstone data and the location of each. Processes include Repository-Centered, File-Folder Centered and Document- Centered.

Records, Information, Knowledge CollaborativeTools – Creation/Editing

Records, Information, Knowledge Database Manager Maintains the profile data (metadata) and the history of the document. Data-Centered processes and View-Centered processes.

Records, Information, Knowledge Textbase Manager Maintains the pointers to the location and position of text contained in the native document object. Text-Centered Processes, including Maintain Text processes and Query Text processes.

Records, Information, Knowledge Adminbase Manager Maintains the system administration data associated with the EDMS repository and client/server application system software. The processes are System Administrative and System Environmental.

Records, Information, Knowledge Securitybase Manager Maintains access control lists for repositories, file folders, documents, versions, profiles, saved searches, views, user groups, individual users, and client/server logs. It also controls the generation, cataloging, and reporting of security logs on the client and server platforms.

Records, Information, Knowledge Workbase Manager Maintains the workflow map, participant roles and relationships, and process integrity

Records, Information, Knowledge Hyperbase Manager Maintains the “links between links” of a compound document or the links of a hypermedia trail. Inter-documents links and Intra-documents links.

Records, Information, Knowledge Building and Maintaining Vocabulary classification thesaurus coding schemes glossaries

Enabling Knowledge Development – Addressing Constraints C drive Limited distribution ad hoc Constraints/Handicaps to Access Info Knowledge Information Applied Objects Structured and unstructured

Enabling Knowledge Development – Addressing Constraints Context, Relationships Link Central Store Full access Remote access EDRAMS Info Knowledge Information Applied Objects Structured and unstructured

Enabling Knowledge Development – Addressing Constraints Context, Relationships Link Central Store Full access Remote access EDRAMS Info Knowledge Information Applied Objects Structured and unstructured Potential Growth

Enabling Knowledge Development – Addressing Constraints Info Knowledge Information Applied Objects Structured and unstructured Constraints/Handicaps to Access EDRAMS Info Knowledge Information Applied Objects Structured and unstructured

Register Capture Store Document Lifecycle and Capture effect on access Benefits – Added Value Common Store Improved Access Revise/ Save As Transfer to storage facility Retrieval/ Can happen anytime Disposal Finalize/ Publish/ Distribute/ Save Create/ Save As Classification Links Relationships Context Collaboration Version Control Work flow Archiving Return On Investment R.O.I. Revise/ Save Storage and Administration Retention and Disposition Archival Preservation / Destruction Finalise / Distribution and Use / Save Create/ Save As

Register Capture Store Document Lifecycle and Capture effect on access Work flow Archiving Revise/ Save Storage and Administration Retention and Disposition Archival Preservation / Destruction Finalise / Distribution and Use / Save Create/ Save As Classification Links Relationships Context Benefits of Early Registration Faster access to important information Easier retrieval of records and Better transfer of knowledge and sharing of information between business units EDRAMS -- Access to Record/Retrieval R.O.I

Additional Benefits of Early Registration Access/transparency Instant searches vs. time consuming requests/response delays Travel access, web-enabled (both for traveller and home office) Links vs. attachments (in ) Links and relationships Content, structure and context Automated registration Increases number of registered documents Increases accuracy of document description Workflow Revision history Check-out (avoiding duplication) Security from loss Computer crash Departing/absent colleagues Document Lifecycle and Capture effect on access

Documents Declared as Records