Relationship between information technology and records management

Making the Distinctions Between Information Management and Records Management

relationship between information technology and records management

Dominant trends in the effect of ICTs on records management are (1) the. Article (PDF Available) in The Information Society 17(4) · October with Reads agreement that accountability involves a relationship between two parties be . five groups of technologies: e- mail systems, database management systems. 83 records exists between using technologies to carry out archival and records management to automate tasks which are unique to archivists and records managers. by the National Association of Government Archives and Records. Managing Your Government Records: Guidelines for Archives and Agencies Over the past several decades, information technology has dramatically changed . Although optimal metadata varies between different record sets, it commonly.

The borders between records management and archives management: The archive as a function

Can the records be exported to another system? Can the records be purged automatically from the system in compliance with the retention schedule?

relationship between information technology and records management

Removed from the system? Has a records management program for data and business processes been designed? Does the system meet University, State and Federal requirements that may apply to the particular operational area? Some records management questions to consider during this phase include: Have data elements comprising the records been identified?

Has appropriate metadata been developed and approved? Metadata should include the appropriate retention time. What are the storage and retrieval options? What are the long term preservation strategies for all records?

relationship between information technology and records management

Project documents as well as business documents b. Decisions and why they were made c.

Program Spotlight - Health Information Technology

Conversion decisions and data mapping d. This phase involves testing new business practices, obtaining user acceptance, certifying that data mapping and conversion scripts are complete, testing the go-live conversion, and training end-users.

Some questions to consider during this phase include: Does the project have documented training plans, user acceptance testing for functionality, and testing of strategic use cases?

Will there be conversion audits and mock conversions prior to production cutover? Is there version control, for rollback to a previous testing environment?

  • Top 5 Differences between Records Management and Document Management

Any remaining issues are resolved. Who is responsible for safeguarding the 2 categories of records: Are business continuity disaster recovery systems documented and in place? Have records management procedures been extended to other environments if needed — e. Is end-user documentation ready, and is there a procedure for changes to this over time? What system configuration and change management records are required? Content stored in a DM system is actively used to perform daily job functions.

relationship between information technology and records management

Whereas an RM system, while equally important, is typically not as actively accessed since it holds records no longer in use by the business. It is not uncommon for users to hang onto records; afraid that turning them over will result in a loss of access. Due to the more frequent access by a larger user base, a user interface that is intuitive is a very important feature of a Document Management application.

The borders between records management and archives management: The archive as a function

Large View Only Population — Document Management applications can quickly get complex allowing for authors to create documents, relationships between documents, initiate workflows, etc.

However, like an RM application, many of the users just require read-only access to the content stored by the application. To reduce training requirements, system load, as well as user licensing, our DM clients have found lots of success in implementing a read-only application that provides quick and easy access to content.

Simple Search — Managing records in a DM system, definitely creates overhead for users importing and creating content.

Records Management Guidelines for Information Technology Systems

However, the power of DM is realized when users across the organization can easily find and report on content. This is a key component to a Document Management system. For more information see some of our blog posts comparing different search interfaces. Electronic Workflow — Living documents are versioned and require re-approval, sometimes very frequently.

Electronic review and approval is a key feature of a DM application. Keeping this functionality simple for users, yet flexible to handle changing business functionality is a key requirement.

For more information on typical workflow requirements click here.