DAY 3: ERM BASICS
Managing Vital E-Records
Defining Vital Records
Types of Vital Records
Impact of Losing Vital Records
Creating, Implementing, and Maintaining a Vital Records Program
Implementing Protective Procedures
Cloud Computing Offers a New Option
Auditing the Vital Records Program
Additional Resources
ERM Link to Business Process Improvement (Contributed by Steve Goodfellow)
Improving Processes, Improving Quality
Six Sigma
Learning from the Failures of the Past
Typical Components when Improving a Business Process
Business Process and E-Records Link
Documenting Business Processes
First Steps in Documenting a Process: Information Gathering
Creating a Process Narrative
Flowcharting
Process Analysis
Workflow
E-Records Are Very Personal to People
Change Management
Communicate, Communicate, Communicate
Find the Source; Avoid the Cycle
Defining “The Project”
Changing Processes Gets Personal
Workflow and Business Process Management Software (Collaboration with Jon Pyke)
Workflow Software
Business Process Management Suites
Review and Discussion of Days 1-3 Topics
Final Exam
ERM BASICS COURSE
Syllabus (Online Course - Classroom is Compressed)
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Electronic Records Management Training
DAY 1: ERM BASICS
E-Records Definitions, Business Drivers, and Benefits
Basic Definitions
Records Management Business Rationale
Why Is Records Management So Challenging?
Benefits of Electronic Records Management
Additional Intangible Benefits E-Records Definitions, Business Drivers, and Benefits
Records Management Business Rationale
Why Is Records Management So Challenging?
Benefits of Electronic Records Management
Additional Intangible Benefits
Information Governance: The Crucial First Step
First, Better Policies; Then, Better Technology for Better Enforcement
Defining Information Governance
Stakeholder Consultation Is Key
Accountability Is Key
Why IG Is Good Business
Impact of a Successful IG Program
Critical Factors in an IG Program
Who Should Determine IG Policies?
Managing E-Documents and Records
Enterprise Content Management
Document Management Principles
Electronic Document Management Systems
Electronic Records Management
ERM Principles in Detail
Generally Accepted Recordkeeping Principles®
The Principles
Assessment and Improvement Roadmap
Generally Accepted Recordkeeping Principles® Benchmarks
Review and Discussion of Day One Topics
Day One Quiz
DAY 2: ERM BASICS
Inventorying E-Records
The Generally Accepted Recordkeeping Principles
E-Records Inventory Challenges
Records Inventory Purposes
Records Inventorying Steps
UK Approach to the Records Inventorying Process
Appraising the Value of Records
Ensuring Adoption and Compliance of RM Policy
Taxonomy Development for E-Records (contributed by Barb Blackburn w/ R. Smallwood, edited by Seth Earley)
Importance of Navigation and Classification
When Is a New Taxonomy Needed?
Taxonomies Improve Search Results
Records Grouping Rationale
Business Classification Scheme, File Plans, and Taxonomy
Classification and Taxonomy
Metadata and Taxonomy
Prebuilt versus Custom Taxonomies
Controlled Vocabularies and Hierarchical Taxonomies
Thesaurus Use in Taxonomies
Taxonomy Types
Which Taxonomy Type Should You Use?
Taxonomy Project Planning
Leveraging Subject Matter Experts
Gather Existing Information Sources
Document Inventory
Business Process Analysis
Construct the Taxonomy
What to Do with Items That Do Not Neatly Fit
Taxonomy Testing: A Necessary Step
Taxonomy Maintenance
Taxonomy Management Tools for Continued Maintenance
Social Tagging and Folksonomies
Developing Retention Schedules for E-Records
What Is a Records Retention Schedule?
Benefits of a Retention Schedule
General Principles of Retention Scheduling
Developing a Records Retention Schedule
Why Are Retention Schedules Needed?
What Records Do You Have to Schedule? Inventory and Classification
Rationale for Records Groupings
Records Series Identification and Classification
Retention of E-Mail Records
How Long Should You Keep Old E-Mail?
Destructive Retention of E-Mail
Records Appraisal: Value Assessment and Prioritization
Legal Requirements and Compliance Research
Event-Based Retention Scheduling for Disposition of E-Records
Prerequisites for Event-Based Disposition
Final Disposition and Closure Criteria
Retaining Transitory Records
Implementation of the Retention Schedule and Disposal of Records
Ongoing Maintenance of the Retention Schedule
Audit to Manage Compliance with the Retention Schedule
Review and Discussion of Day Two Topics
Day Two Quiz