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RECORDS MANAGEMENT Judith Read and Mary Lea Ginn

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Presentation on theme: "RECORDS MANAGEMENT Judith Read and Mary Lea Ginn"— Presentation transcript:

1 RECORDS MANAGEMENT Judith Read and Mary Lea Ginn
Chapter 2 The RIM Environment © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

2 Electronic Business Activities
The Internet is a worldwide network of computers used to send, store, and receive electronic information The World Wide Web (www) is a network of computers that can read documents containing hyperlinks Locations, called websites, can be accessed by anyone who has an Internet connection © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

3 E-Commerce E-commerce is used to communicate and transact business using networks and computers E-commerce systems use a combination of technology The organization’s databases Server applications and browser software Management of e-commerce involves the company’s information technology, records management, and legal departments © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

4 Electronic Fund Transfer and Data Interchange
Electronic fund transfer (EFT) provides for electronic payments and collections EFT is safe, secure, and efficient Electronic data interchange (EDI) allows the exchange of standardized documents through computers Information managers should ensure that the records transmitted are authentic, correct, and usable © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

5 Programs for Managing Records
Records management is not new Tragedies and corporate scandals in recent years have affected the profession of records and information management Events have forced managers to reconsider how information and records management processes should be updated and improved © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

6 Information Governance
Information governance (IG) is the overarching framework within which the records and information management program resides Measures or standards are used to assure compliance in the creation, use, retention, and disposition of organizational information Standards are set for managing all records © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

7 Generally Accepted Recordkeeping Principles
The Principles® were developed and published through ARMA International The Principles foster general awareness of information governance standards and principles They are comprehensive in scope but general in nature They are intended to set forth the characteristics of an effective information governance program © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

8 Records Program Management Guidelines
Records and information management (RIM) programs should have common features Adherence to the ARMA Principles A legally defensible retention schedule to reduce risk and legal liability Efficient procedures for managing each stage in the records life cycle A well-trained staff The RIM system may be centralized or decentralized © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

9 Electronic Records Management Tools
Several terms relate to processes, policies, and procedures for managing electronic records Enterprise content management (ECM) Electronic document records management (EDRMS) Association for Information and Image Management (AIIM) The value of ECM includes technology and the activities that involve people and processes © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

10 Common Records System Problems and Challenges
A records system is a group of interrelated resources (people, equipment, supplies, space, procedures, and information) These resources act together according to a plan to accomplish the goals of the RIM program Anything that interferes with the operation of these resources creates a problem in the records system © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

11 Common Records System Problems and Challenges
Examples of common problems in records systems include No overall plan for managing records problems Hoarding of records Insufficient filing procedures Poor use of equipment Inefficient use of space Excessive records costs © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

12 RIM Systems Problems As new technologies are developed, more documents are created that may or may not be records RIM professionals must be able to clearly differentiate between records and nonrecords as they manage information being generated Privacy and security concerns and legal risks give rise to new laws and regulations Records managers must be continually willing to adapt and meet these challenges © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

13 Legal Considerations for Records Management
Legislation seeks to balance and protect An individual’s right to privacy The public’s right to access information The quest for national security Managers must be certain that their companies’ recordkeeping systems are legally acceptable E-discovery is the process of identifying and providing all relevant electronically stored information for a case © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

14 Careers in Records Management
Opportunities to work with records exist in every type and size of office Larger organizations with specialized staff often employ workers in various levels Operating level Advanced operating level Supervisory level Managerial/executive level © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

15 Career Resources and Professional Organizations
Institute of Certified Records Managers (ICRM) ARMA International Occupational Outlook Handbook O*NET, the Occupational Information Network Association for Information and Image Management (AIIM) American Health Information Management Association (AHIMA) © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

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