1Comp7780

Update 2010

Why?

What?

How?

What have you learnt?What have you learnt?

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Administrative value◦ help employees perform office operations ◦ knowledge management◦ decision support

Fiscal value◦ keeps transactions, funds, and other financial processes◦ business intelligence / analysis / decision support

Legal value◦ evidence of business transactions ◦ law compliance

Historical value◦ to achieve records of an organization◦ intellectual property

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Creationand Receipt

Distribution

Maintenanceand Storage

Disposal

InternalExternal

Inactive StorageDestruction

Archives

CorrespondenceReportsForms

ClassificationIndexing

Active StorageRetrieval

Management Methods◦ storage and filing◦ Retention

Management Program (process) Guidelines Management Technology Ethical and Legal Issues Security and Privacy Issue Management in Practice

◦ e.g., healthcare, financial enterprise …

How to manage records How to manage records /contents?/contents?

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Filing Scheme◦ Alphabetic, Subject, Numeric, Geographic

Filing Procedure◦ Inspect, index, code, cross-reference, sort, store

Indexing Rules◦ ARMA International, Establishing Alphabetic,

Numeric and Subject Filing Systems

How: filing and indexingHow: filing and indexing

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How: Mgmt Process How: Mgmt Process GuidelinesGuidelines

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1

24

65

3

7

Fundamental technologies◦ Database & data warehouse ◦ Storage media technologies◦ Content / image management systems

Software and tools◦ Microsoft, Oracle, QRMS,…

System development

How: Management How: Management Technology Technology

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Challenges - OverallChallenges - Overall Lack of understanding of RM / CM

Alignment with core business Poor overall plan for managing records

no classification and retention plan poor layout / out of order new records buried in old records Duplication and inconsistency

Poor implementation approach lack of stands, guideline, tools, equipment poor labeling, misfiles in favor of paper-based world <-> limited space

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Challenges – Human issuesChallenges – Human issues Lack of coordination between departments

Unorganized distribution in different locations Poor information sharing and consistency

Records deleted by mistake Records out of date

Lack of process-based control Inefficient attention to legal and ethical issues

Intellectual freedom, equitable access to information, intellectual property, copyright protection, Information privacy, data protection, security …

Staff training and motivation

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Suggested StrategiesSuggested Strategies Convince Top Manager

◦ Awareness of business operation environment◦ Relate and apply RM/CM to core business◦ Set a comprehensive scope and responsibilities

Coordinate Relevant Stakeholders◦ Process/workflow analysis◦ Value-added services for customers◦ For KM / decision support of internal departments

Implementation Methods◦ Refer to guidelines, standards, legislations◦ Embrace technology

Cost Analysis & Performance Evaluation

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Electronic / Digital Records Integrate RM with Business Transactions

◦ More concerns on active records◦ Associate with workflow or business process

Content Management◦ Information integration platform◦ CRM / Business intelligence◦ Decision support◦ Knowledge Management◦ A broader view and diversified applications

TrendsTrends

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