Create and maintain authentic, reliable and useable records

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:

  • Policies and standards are set.
  • Assigning responsibilities and authorities.
  • Established and promulgated procedures and guidelines.
  • Information management.
  • Providing a range of services relating to the management and use of records.
  • The design, implementation, and administration of specialized systems for managing records.
  • Integrating records management into business systems and processes.

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:

  • Determining what records should be created in each business process, and what information needs to be included in the document.
  • Deciding on what form and structure records should be created and captured in, and the technologies to be used.
  • Determining what metadata should be created with the record and through record processes and how that metadata will be persistently linked and managed.
  • Preserving records and making them accessible over time, in order to meet business requirements and community expectations.
  • Ensuring that records are maintained in a safe and secure environment.
  • Identifying and evaluating opportunities for improving the effectiveness, efficiency, or quality of its processes, decisions, and actions could result from better records creation or management.
  • Determining requirements for retrieving, using, and transmitting records between business processes and other users and how long they need to be kept to satisfy those requirements.
  • Deciding how to organize records to support requirements for use.
  • Assessing the risks that would be entailed by failure to have authoritative records of activity.
  • Complying with legal and regulatory requirements, applicable standards, and organizational policy.
  • Ensuring that records are retained only for as log as needed or required.
File plan

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.

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.

Features

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:

  • Describe the kinds of items the organization acknowledges to be recorded.
  • Classification of records into a wide range of categories.
  • Indicate where records are stored.
  • Describe retention periods for records.
  • Delineate the user responsible for managing the various kinds of records.
  • Work with electronic records and nonelectronic records.

Inheritance

It allows inheritance between file series.

  • Inherit from parent file series to child one.
  • Extend file series.
  • Clone file series.

Security

Set security by file series of the record.

  • Security is based on the OpenKM plugin system.
  • Create your dynamic security for each file series, for example, based on metadata values.

Record manager
  • Record manager based on the OpenKM plugin system.
  • Create your dynamic logic for each file series; for example, based on metadata values, the file series can be promoted as "record" status.
  • Dynamic logic for evaluating the task "promote as a record."

Search

Define common searches based on file series of records.

Classification of business activities

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:

  • Providing linkages between individual records accumulate to provide a continuous form of activity.
  • Ensuring records are named consistently over time.
  • Assisting in the retrieval of all records relating to a particular function or activity.
  • Determining security protection and access appropriate for sets of records.
  • Allocating user permissions for access to, or action on, particular groups of records.
  • Distributing responsibility for the management of particular sets of records.
  • Distributing records for action.
  • Determining appropriate retention periods and disposition actions for records.

Classification system

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.


Catalog
  • Cataloging is based on the OpenKM plugin system ( allows automatic document and records management ).
  • Create dynamic destinations based on record values.
  • Dynamic wizard requiring the user for metadata values based on the record ( control of the creation.)

Disposition

REST, SOAP, and CMIS.

  • Disposition based on the OpenKM plugin system.
  • Sets retention schedule ( retention period.)
  • Create dynamic disposition based on record values.

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