The Journey to a Successful Electronic Records Management Implementation Logan Di Liello Senior Account Executive Special Guest: Chris Cartrett Document Management Coordinator/IS Admin Town of Palm Beach
Introductions – About Us Making the Move: Automating Record Mgmt. Transparent Record Management Repository Clean-up: Fixing the Mess Live Demo Q&A Session Agenda
AWARD WINNING SOLUTIONS & CUSTOMER SERVICE • Laserfiche Winners Circle since 2003 • Laserfiche Top Government VAR since 2005 • Laserfiche Top VAR since 2008 • More than 500 Clients Nationwide LaserficheTraining & Support • Creator of Training Center for Laserfiche • Laserfiche Gold Certified Reseller SCANNING & INDEXING DEPARTMENT • Efficient turnaround times • Quality Controlled Scanning & Indexing • Experts in Scanning into Laserfiche • Experts in Handling Confidential Data About Us
What is Electronic Document Management? • Document management involves the day-to-day capture, storage, modification and sharing of physical and/or digital files within an organization • Reducing lost and misfiled documents • Providing faster search and retrieval of documents • Helping to better organize existing documents • Improving general work processes and organizational efficiency • Reducing the amount of physical space used to store documents, such as file cabinets, boxes and shelving What’s the difference?
What is Electronic Records Management? • Records management establishes policies and standards for maintaining diverse types of records. Some, but not all, documents within an organization become records. • Identifying what records exist by records inventory • Applying required retention periods to stored items • Determining that a chain of custody and a proper audit trail both exist • Assisting in e-discovery issues and applying legal holds to records when needed • Developing and administering defined records policy and procedures, regardless of if the records are electronic or paper • Preserving records throughout their life cycle Record Retention
What does ECM stand for? TRIVIA!
What is an Electronic Record Retention Module • Within your Document Management System • Ability for Record Managers to set up and assign retention properties to records folders • Documents added to these folders, whether by end users or an automated workflow or forms process, will inherit assigned record properties without user intervention • Record folders contain all necessary record retention data; cutoffs, disposition instructions, record series properties, etc… Record Retention
Benefits of an Electronic Records Module • Retention policies are pre-determined and assigned at proper levels • Easy to adjust record policy changes at a global level • End users are not making retention decisions • Reduced risk enterprise-wide • Ability to easily search and report on system retention • Audits and reports are available to adhere to predetermined records policies Record Retention
Life Cycle & Archival Attributes • Records Management DoD Certified Capabilities • Disposition Record Retention
Easily search for records based on a variety of filters Record Retention
Once a records folder is available for cutoff, the disposition phase begins Record Retention
When eligible for final disposition, destruction button becomes available Record Retention
Classify: Record Retention
Protects the user from themselves. Records cannot be purged until they have met the retention process Record Retention
What is Transparent Record Management? • Records managers structure documents within complicated record series that mitigate risk, while general users desire easy access to content types that vary between documents and departments • TRM gives both groups the ability to have their documents structured in a manner which fits their business needs without duplicating records or creating more work for either group • Records added to normal user folders are automatically moved to the proper Record Retention folders and shortcuts are left in the user folders to give continued access
Why Transparent Record Management? • Records managers structure documents within complicated record series that mitigate risk, while general users desire easy access to content types that vary between • Using transparent records management, both records managers and general users are able to organize the same repository in the manner they each prefer, simultaneously. The process is “transparent” because it enables general users to see through the cumbersome records management layout to the layout of their choice
What is my dog’s name? TRIVIA!
Signs your repository may need to be cleaned up • Users can’t find what they need • Metadata is incorrect or missing • Duplicating data • Users storing data incorrectly • Training complications • Users stop using The Signs
Planning • Intuitively broad folder structure • Assessing departmental needs (folders, templates) • What is wrong now, don’t repeat those mistakes Fixing the Mess
Security • Document creation constraints • Access to pertinent areas • Metadata read-only • Training complications Fixing the Mess
Training & Ownership • Departmental Liaisons • Comprehensive Training • Ongoing Education • Monthly Meetings Fixing the Mess
Automate, Automate, AUTOMATE! • Automated Capture • Automated Batch Processing • Workflow for Routing Fixing the Mess
http://www.laserfiche.com/solutionexchange/article/9268 • http://www.laserfiche.com/SolutionExchange/Article/best-practices-in-records-management • http://www.laserfiche.com/en-us/business/transparent-records-management • http://www.laserfiche.com/ecmblog/article/cluttered-ecm-repository-these-3-flowcharts-will-help • http://www.laserfiche.com/ECMBlog/Article/5-things-i-wish-id-known-about-organizing-my-repository • http://www.laserfiche.com/ECMBlog/Article/electronic-records-management-101-how-to-reduce-risk-and-restore-control • http://download.laserfiche.com/public/laserfiche.com/pdf/DocumentManagementOverview.pdf • http://www.laserfiche.com/ecmblog/article/cluttered-ecm-repository-these-3-flowcharts-will-help Helpful Resources
Questions? Logan Di Liello Senior Account Executive, MCCi 850-701-0721 Logan@mccinnovations.com |www.mccinnovations.com