Managing Electronic Records: Methods, Best Practices, and Technologies(594 Wiley CIO)

Table of Contents:
Foreword xv Preface xvii Acknowledgments xix Part one—E-Records Concepts 1 Chapter 1 E-Records Definitions, Business Drivers, and Benefits 3 Records Management Business Rationale 5 Why Is Records Management So Challenging? 6 Benefits of Electronic Records Management 7 Additional Intangible Benefits 8 Notes 10 Chapter 2 Information Governance: The Crucial First Step 11 First, Better Policies; Then, Better Technology for Better Enforcement 12 Defining Information Governance 13 Stakeholder Consultation Is Key 14 Accountability Is Key 14 Why IG Is Good Business 15 Impact of a Successful IG Program 16 Critical Factors in an IG Program 16 Who Should Determine IG Policies? 19 Notes 20 Chapter 3 Generally Accepted Recordkeeping Principles® 21 Charmaine Brooks, CRM GAR Principles 21 Assessment and Improvement Roadmap 28 Generally Accepted Recordkeeping Principles® Benchmarks 31 Notes 34 Chapter 4 Managing E-Documents and Records 35 Enterprise Content Management 35 Document Management Principles 37 Electronic Document Management Systems 38 Electronic Records Management 39 Records Management Principles 40 ERM Principles in Detail 40 Notes 51 Part two—E-Records Fundamentals 53 Chapter 5 Inventorying E-Records 55 The Generally Accepted Recordkeeping Principles® 56 E-Records Inventory Challenges 56 Records Inventory Purposes 57 Records Inventorying Steps 58 UK Approach to the Records Inventorying Process 73 Appraising the Value of Records 74 Ensuring Adoption and Compliance of RM Policy 75 Notes 77 Chapter 6 Taxonomy Development for E-Records 79 Barb Blackburn, CRM, with Robert Smallwood; edited by Seth Earley Importance of Navigation and Classification 81 When Is a New Taxonomy Needed? 81 Taxonomies Improve Search Results 82 Records Grouping Rationale 83 Business Classification Scheme, File Plans, and Taxonomy 84 Classification and Taxonomy 85 Metadata and Taxonomy 85 Prebuilt versus Custom Taxonomies 87 Controlled Vocabularies and Hierarchical Taxonomies 88 Thesaurus Use in Taxonomies 89 Taxonomy Types 89 Which Taxonomy Type Should You Use? 94 Taxonomy Project Planning 96 Leveraging Subject Matter Experts 96 Gather Existing Information Sources 97 Document Inventory 98 Business Process Analysis 99 Construct the Taxonomy 101 What to Do with Items That Do Not Neatly Fit 102 Taxonomy Testing: A Necessary Step 104 Taxonomy Maintenance 105 Taxonomy Management Tools for Continued Maintenance 106 Social Tagging and Folksonomies 106 Notes 108 Chapter 7 Developing Retention Schedules for E-Records 111 Robert Smallwood; edited by Paula Lederman, MLS What Is a Records Retention Schedule? 112 Benefits of a Retention Schedule 113 General Principles of Retention Scheduling 114 Developing a Records Retention Schedule 115 Why Are Retention Schedules Needed? 115 What Records Do You Have to Schedule? Inventory and Classification 117 Rationale for Records Groupings 119 Records Series Identification and Classification 119 Retention of E-Mail Records 120 How Long Should You Keep Old E-Mail? 121 Destructive Retention of E-Mail 121 Records Appraisal: Value Assessment and Prioritization 122 Legal Requirements and Compliance Research 125 Event-Based Retention Scheduling for Disposition of E-Records 127 Prerequisites for Event-Based Disposition 128 Final Disposition and Closure Criteria 129 Retaining Transitory Records 130 Implementation of the Retention Schedule and Disposal of Records 130 Ongoing Maintenance of the Retention Schedule 131 Audit to Manage Compliance with the Retention Schedule 131 Notes 133 Chapter 8 Managing Vital E-Records 135 Defining Vital Records 135 Types of Vital Records 136 Impact of Losing Vital Records 137 Creating, Implementing, and Maintaining a Vital Records Program 138 Implementing Protective Procedures 141 Cloud Computing Offers a New Option 144 Auditing the Vital Records Program 145 Additional Resources 146 Notes 147 Chapter 9 ERM Link to Business Process Improvement 149 Stephen Goodfellow, CRM Improving Processes, Improving Quality 149 Six Sigma 150 Learning from the Failures of the Past 152 Typical Components when Improving a Business Process 153 Business Process and E-Records Link 154 Documenting Business Processes 154 First Steps in Documenting a Process: Information Gathering 155 Creating a Process Narrative 156 Flowcharting 157 Process Analysis 158 Workflow 159 E-Records Are Very Personal to People 160 Change Management 161 Communicate, Communicate, Communicate 162 Find the Source; Avoid the Cycle 163 Avoid Scope-creep: Defining “The Project” and Its Scope 164 Changing Processes Gets Personal 165 Notes 167 Chapter 10 Workflow and Business Process Management Software 169 Jon Pyke and Robert Smallwood Workflow Software 170 Business Process Management Suites 171 Notes 177 Part three—Information Delivery Platforms—Managing E-Records 179 Chapter 11 Managing E-Mail and IM Records 181 Employees Regularly Expose Organizations to E-Mail Risk 182 E-Mail Polices Should Be Realistic and Technology Agnostic 183 E-Record Retention: Fundamentally a Legal Issue 183 Preserve E-Mail Integrity and Admissibility with Automatic Archiving 184 Instant Messaging 186 Best Practices for Business IM Use 187 Technology to Monitor IM 189 Tips for Safer IM 189 Notes 191 Chapter 12 Managing E-Records in the Cloud 193 Defining Cloud Computing 194 Key Characteristics of Cloud Computing 195 What Cloud Computing Really Means 196 Cloud Deployment Models 196 Greatest Security Threats to Cloud Computing 197 IG Guidelines: Managing Documents and Records in the Cloud 204 Managing E-Docs and Records in the Cloud: A Practical Approach 205 Long-Term Content Migration Issues 206 Cloud Services Lack Basic Records Management Capabilities 207 Notes 208 Chapter 13 Managing Social Media Business Records 211 Types of Social Media in Web 2.0 211 Additional Social Media Categories 212 Social Media in the Enterprise 213 Key Ways Social Media Is Different from E-Mail and Instant Messaging 214 Biggest Risks of Social Media 215 Legal Risks of Social Media Posts 216 Tools to Archive Social Media 217 IG Considerations for Social Media 219 Key Social Media Policy Guidelines 219 Records Management Considerations for Social Media 220 Emerging Best Practices for Managing Social Media Records 222 Notes 223 Chapter 14 SharePoint Governance for E-Records and Documents 225 Monica Crocker, CRM, PMP; edited by Robert Smallwood Process Change, People Change 226 Where to Begin the Planning Process 227 Records Management Policy Considerations 231 Roles and Responsibilities 231 Establish Processes 232 Training Plan 233 Communications Plan 233 Notes 235 Part four—Technical Issues 237 Chapter 15 International E-Records Standards 239 Benefits of Standards 241 Major International Standards 242 Additional Guidance from ANSI, ARMA, AIIM, NIST, BSI 248 Major National and Regional ERM Standards 251 Other National Standards 261 Where to Find More Information on ERM Standards 262 Notes 264 Chapter 16 Metadata Governance, Standards, and Strategies 271 Types of Metadata 273 Core Metadata Issues 273 International Metadata Standards and Guidance 274 National Metadata Standards 277 Metadata Strategies 280 Notes 283 Chapter 17 Long-Term Digital Preservation 285 Charles M. Dollar and Lori J. Ashley Defining Long-Term Digital Preservation 285 Key Factors in Long-Term Digital Preservation 286 Threats to Preserving Records 288 Digital Preservation Standards 289 PREMIS Preservation Metadata Standard 296 Recommended Open Standard Technology Neutral Formats 297 Digital Preservation Requirements 301 Long-Term Digital Preservation Capability Maturity Model® 301 Scope of the Capability Maturity Model 304 Digital Preservation Capability Performance Metrics 309 Digital Preservation Strategies and Techniques 309 Evolving Marketplace 312 Looking Forward 312 Notes 314 Chapter 18 Storage and Hardware Considerations 317 The Onslaught of “Big Data” 317 Basic Types of Computer Storage 318 Today’s E-Records Storage Solutions 319 Nonerasable Nonrewritable Requirement for Securities Broker-Dealers 319 Nonalterable Media Helps Meet Regulations in Healthcare and Other Industries 320 Notes 321 Part five—Project and Program Management Issues 323 Chapter 19 E-Records Project Planning and Program Management Issues 325 Robert Smallwood; edited by Monica Crocker, CRM, PMP Avoiding Problems 326 Communication Is Key 327 Getting an Early Win 327 Selecting the Right Team Members 329 Project Charter 329 Standards in Project Management 330 Project Management Methodologies 330 Determining the Best Approach 335 Moving to an Ongoing Program 335 Monitoring and Accountability 335 Continuous Process Improvement 336 Why Continuous Improvement Is Needed 336 Notes 338 Chapter 20 Building the Business Case to Justify an ERM Program 341 Determine What Will Fly in Your Organization 341 Strategic Business Drivers for Project Justification 342 Benefits of Electronic Records Management 344 Presenting the Business Case 346 Notes 347 Chapter 21 Securing Executive Sponsorship 349 Executive Sponsor Role 350 Project Manager: Key Tasks 350 It’s the Little Things 352 Evolving Role of the Executive Sponsor 352 Notes 353 Chapter 22 Procurement Governance: The Buying Process 355 Evaluation and Selection Process: RFI, RFP, or RFQ? 355 Evaluating Software Providers: Key Criteria 361 Negotiating Contracts: Ensuring the Decision 366 More Contract Caveats 369 How to Pick a Consulting Firm: Evaluation Criteria 369 Notes 372 Chapter 23 Best Practices for Electronic Records Management 373 Detailed ERM Best Practices 376 Conclusion 377 Notes 378 Appendix A Laws and Major Regulations Related to Records Management 379 Appendix B Listing of Technology and Service Providers 391 Appendix C Trends in Electronic Medical Records Technology 399 John W. Orth Glossary 411 About the Author 425 About the Major Contributors 427 Index 429

About the Author :
ROBERT F. SMALLWOOD is a Partner and Executive Director of the E-Records Institute at IMERGE Consulting. With more than twenty-five years' experience in the field, Mr. Smallwood is one of the most published and respected authorities on e-records and document management. His clients include major corporations, as well as government agencies at all levels.