Record Management Essay

AIIM (The Global Community of Information Professionals) defines Enterprise Content Management as 'the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.

AIIM (The Global Community of Information Professionals) defines Enterprise Content Management as 'the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes.ECM covers the management of information within the entire scope of an enterprise whether that information is in the form of a paper document, an electronic file, a database print stream, or even an email.' Cimtech has identified three broad categories of suppliers serving the ECM market today: Point Solutions - suppliers offering software pitched at small to medium organisations to address a specific challenge - EDM, WCM, digital image management, and archiving solutions.In the interim the momentum created by Modernising Government and Fo I subsided and a global recession took hold.

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The TNA requirements were revised in 2002 to include a metadata standard, but TNA withdrew their associated testing regime for software in 2005 to make way for an updated version of Mo Req, which was published as Mo Req2 in 2008.

Compliance testing for Mo Req2 was launched the same year, but to date only one supplier has submitted a system for testing.

The National Archives (TNA) produced a set of functional requirements for ERM systems in 1999 in order to promote the development of ERM software.

These identified as core requirements: the ability to declare a document as an authentic record, protect it from changes and maintain it over time; the ability to organise and manage records within a classification scheme; the ability to manage retention and disposal of records; and the ability to control access and maintain an auditable track of actions taken.

Many organisations which had implemented EDRM continued to maintain separate applications to manage business processes which could not be easily integrated.

In 2008 the International Council on Archives (ICA) published its Principles and Functional Requirements for Records in Electronic Office Environments (ICA-Req) in three inter-related modules.Electronic records do not have the same implicit metadata as physical records so the extent of metadata that needs to be attributed to them is greater.An electronic record can be made up of many distinct parts or digital objects and the system used to manage them must be able to preserve all of those objects and reconstruct them as an authentic and reliable replica of the original record.EDRM Suites can usually integrate with collaboration and WCM software, including Share Point.ECM Framework - suppliers offering an ECM Framework integrating a wider range of software to embrace document, content, records, web content and knowledge management, collaboration tools and BPM tools.Share Point engaged users, who disliked working within the rigid structure of an EDRMS, by allowing them to create content and collaborate at a team level.However, the records management capability in Share Point 2007 was negligible.An ERM system should be able to capture records created by an organisation's business systems and applications.The system should capture a record, along with any associated metadata, and categorise it within a classification scheme.Module 1 provided an overview and first principles, module 2 a set of requirements for EDRMS and module 3 a set of requirements and implementation advice for managing records in business systems.While modules 1 and 2 represent a condensation of received knowledge, module 3 recognises that electronic recordkeeping does not have to be limited to EDRM.