1 Comp7780 Update 2010

 Why?  What?  How? What have you learnt? Comp7780 2

 Administrative value ◦ help employees perform office operations ◦ knowledge management ◦ decision support  Fiscal value ◦ keeps transactions, funds, and other financial processes ◦ business intelligence / analysis / decision support  Legal value ◦ evidence of business transactions ◦ law compliance  Historical value ◦ to achieve records of an organization ◦ intellectual property Comp7780 3

4 Creation and Receipt Distribution Maintenance and Storage Disposal Internal External Inactive Storage Destruction Archives Correspondence Reports Forms Classification Indexing Active Storage Retrieval

 Management Methods ◦ storage and filing ◦ Retention  Management Program (process) Guidelines  Management Technology  Ethical and Legal Issues  Security and Privacy Issue  Management in Practice ◦ e.g., healthcare, financial enterprise … How to manage records /contents? Comp7780 5

 Filing Scheme ◦ Alphabetic, Subject, Numeric, Geographic  Filing Procedure ◦ Inspect, index, code, cross-reference, sort, store  Indexing Rules ◦ ARMA International, Establishing Alphabetic, Numeric and Subject Filing Systems How: filing and indexing Comp7780 6

How: Mgmt Process Guidelines Comp

 Fundamental technologies ◦ Database & data warehouse ◦ Storage media technologies ◦ Content / image management systems  Software and tools ◦ Microsoft, Oracle, QRMS,…  System development How: Management Technology Comp7780 8

Challenges - Overall  Lack of understanding of RM / CM  Alignment with core business  Poor overall plan for managing records  no classification and retention plan  poor layout / out of order  new records buried in old records  Duplication and inconsistency  Poor implementation approach  lack of stands, guideline, tools, equipment  poor labeling, misfiles  in favor of paper-based world limited space 9 Comp7780

Challenges – Human issues  Lack of coordination between departments  Unorganized distribution in different locations  Poor information sharing and consistency  Records deleted by mistake  Records out of date  Lack of process-based control  Inefficient attention to legal and ethical issues  Intellectual freedom, equitable access to information, intellectual property, copyright protection, Information privacy, data protection, security …  Staff training and motivation 10 Comp7780

Suggested Strategies  Convince Top Manager ◦ Awareness of business operation environment ◦ Relate and apply RM/CM to core business ◦ Set a comprehensive scope and responsibilities  Coordinate Relevant Stakeholders ◦ Process/workflow analysis ◦ Value-added services for customers ◦ For KM / decision support of internal departments  Implementation Methods ◦ Refer to guidelines, standards, legislations ◦ Embrace technology  Cost Analysis & Performance Evaluation 11 Comp7780

 Electronic / Digital Records  Integrate RM with Business Transactions ◦ More concerns on active records ◦ Associate with workflow or business process  Content Management ◦ Information integration platform ◦ CRM / Business intelligence ◦ Decision support ◦ Knowledge Management ◦ A broader view and diversified applications Trends Comp