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


Syllabus (Online Course - Classroom is Compressed)

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Electronic Records Management Training


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


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 (R. Smallwood, edited by Paula Lederman, MLS)

  • 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