1 / 18

jiscinfonet.ac.uk

www.jiscinfonet.ac.uk. Electronic Records Management Alan Cameron Records Management Consultant. The Medium is the Message…………? Marshall McLuhan 1960s No Longer. ‘What’s Different ?.

lethia
Télécharger la présentation

jiscinfonet.ac.uk

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. www.jiscinfonet.ac.uk Electronic Records Management Alan Cameron Records Management Consultant

  2. The Medium is the Message…………?Marshall McLuhan 1960sNo Longer

  3. ‘What’s Different ? • ….research and experience shows that the successful management of electronic records…….require involvement right from the record’s creation and systems development………. • National Archives of Australia, ‘‘ Managing Electronic Records: A shared responsibility’’,1997

  4. Permanent Record The Archive Processing >10% Information creation Semi-current information Final Review Time-Limited current information Processing 90%+ Transactional information Destroy destroyed as updated

  5. Additional Challenges • Easy to change,reproduce and modify • Complex and lack of a clear linear structure at creation phase • Fluidity • Transience and need for decision making at the very beginning of the life cycle (EFFECTIVELY AT POINT OF CREATION)

  6. Copy or Original Record? • A record created electronically as the only record of a transaction, decision, or activity is an original record • A record which is created electronically as an facsimile or digitised version of a record created in another medium (paper, film,voice) is a copy record (this remains true whether or not the original still exists)

  7. Best Practice • 1.Copy electronic documents likely to have same evidential weight in court as photocopies, faxes, and microfilm copies as secondary evidence. • 2. The weight allowed by a court will depend upon whether • the case is a civil one (balance of probabilities) or criminal (beyond all reasonable doubt) • 3. Key Standards • BSI,PD0008:1999 ‘Legal admissibility and Evidential Weight of Information stored Electronically’ • BSI, PD5000:1999 ‘Electronic Documents and E-Commerce Transactions as legally admissible Evidence

  8. Objectives of Electronic Records Management • Authenticity( an accurate account of the of an activity,transaction or decision) • 2. Integrity (an assurance that the data in the record has not been altered subsequent to creation) • 3. Non-repudiation ( preventing the originator from disowning the record)

  9. Electronic Records Management Policy • A policy must cover 5 principle areas • Capturing Electronic Records into an EDRMS • Designing appropriate metadata for application as record is created • Retention/Preservation of Electronic Records • Keeping records safe and accessible • Email management and use

  10. The Basics • Three elements (not rocket science) • Technology • Policies • Training

  11. Good eRecords Management Practices Group Space Corporate Workspace Individual Space

  12. When Introducing new technology • Provide a shared file area • Improvement on local storage • Server vs EDMS vs EDRMS • System Selection • Include functionality for RM/preservation • Common searching • Registry of all databases in use

  13. Make better Use of Existing Investment • E-mail • use funtionality to manage inbox • automatic deletion of emails after ???DAYS • Ms Office • use document properties box to improve metadata • use read-only tag to ‘declare’ documents as records • use templates to improve form design

  14. Policies • Agreed File plan for shared file area • Great advantages in basing it on function • Control creation and management of folders • File naming conventions agreed………but K.I.S.S • Version Control • Emails

  15. Some Necessities • Vital Records and Disaster Planning • Business Recovery • Update off-site/ security copies • Ensure data transfer is a fully documented and certified process • Ensure security copies also meet requirements of FoI and Data Protection • No electronic ‘bermuda triangles’

  16. Training • Cannot be left to the Records Manager or IT guru • Create a records aware organisation • Stress advantages to user • Once in place and embedded in people’s minds it does become second nature. • Make it appropriate to level of staff

  17. References • www.pro.gov.uk/recordsmanagement/eros/guidelines/default.htm • http://thedocumentsite.co.uk/legaladmissibility • www.dca.gov.uk/foi/map/gusv4contents.htm • www.ucl.ac.uk/e-term.htm • www.dpconline.org.uk

  18. Any Questions? Thank You www.jiscinfonet.ac.uk

More Related