OpenKM document management has support for records management software. Enterprise Content Management - ECM - is a term defined in 2005 by information professionals that have competed with other concepts such as EDRMS or ERMS. There is a lot of literature related to document management, such as; ECM, EDRMS, ERMS, DM, KM, and more influenced by marketing rules rather than objective reasons.
However, we prefer the term EDRMS ( Enterprise Document and Record Management System), perhaps with lesser success in the marketing world but from our point of view, more strict and representative.
Information management in record management is the field of goverment responsible for the efficient and systematic control of the creation, receipt, maintenance, use ,and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. The documents are information created, received, and carried as evidence and information by an organization or person to pursue legal obligations or business transactions.
Record management software solutions govern records managers' practices and any person who creates or uses records in their business activities. Electronic records management in an organization includes:
All organizations need to identify the regulatory environment that affects their activities and requirements to document their activities. The policies and procedures of organizations should reflect the application of the regulatory environment to their business processes. An organization should provide adequate evidence of this compliance with the regulatory environment in the records of its activities.
An organization should establish, document, maintain and promulgate policies, procedures, and practices for records management to ensure that its business need for evidence, accountability, and information about its activities is met.
In an electronic records management scenario, records are created, received, and used in business activities. To support business conduct, comply with the regulatory environment, and provide accountability, organizations should create and maintain authentic, reliable and useable records, and protect those record's integrity for as long as required. To do this, organizations should institute and carry out a comprehensive records management program which includes:
A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention, disposition instructions, and other specific instructions that guide effective records management.
The file plan of OpenKM records management software, specify how records are to be organized once they have been created or received, provide a "roadmap" to the records created and maintained by an organizational unit, and facilitate the records' disposition..
A file plan is created by detailing the file series of the records in your organizational unit, as well as information about how they are managed and by whom, incorporating the following information into your file plan.
The file plan of OpenKM document management describes every type of record in the organization, the location where they should be stored, the rules applying to them, the retention schedule and timeline, manner of their disposition, and the person or persons responsible for their management. It consists of the following tasks:
It allows inheritance between file series.
Set security by file series of the record.
Define common searches based on file series of records.
Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records:
Classification systems reflect the organization's business from which they derive and are typically based on an analysis of its business activities. The system can be used to support a variety of records management processes. The system can be used to support a variety of records management processes.
REST, SOAP, and CMIS.
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