1. Defining Electronic Systems
What is……
Electronic Content Management
Electronic Document Management
Electronic Records Management

2. Electronic Content Management
A set of processes & technologies supporting the evolutionary life cycle of digital information.
Example
Digital content created by one or more authors. Over time content may be edited & one or more individuals may provide editorial oversight thereby approving the content for publication. Later the content may be replaced by another form of content & is retired or removed from use.
Content management is an inherently collaborative process with the following basic roles: Content author, Editor, Publisher, Administrator & Consumer.
A critical aspect of content management is the ability to manage versions of content as it evolves – version control.
A Content Management Systems (CMS) facilitates the organization, control & publication of a large body of documents & other content, such as images & multi-media resources. A CMS often facilitates the collaborative creation of documents.
It does not apply records retention or dispose of records within its system.

3. Content Management System
Contract
Contract V2
Templates &
Version Control
Allows business to control language and content of a document and to track changes (versions) made to the document V1
Contract V3

4. Electronic Document Management
A system used for managing documents allowing users to store, retrieve & share them with security and version control.
Document Management Systems allow you to create a document or capture a hard copy in electronic form, store, edit, print, process & otherwise manage documents in image, video & audio, as well as in text form.
The EDM usually provides a single view of multiple databases & may include scanners for document capture, printers for creating hard copies, storage devices such as redundant array of independent disks systems & computer server and server programs for managing the databases that contain the documents.
It does not apply records retention or dispose of records within its system.

5. Electronic Document Management System
Records created & received electronically
Records created & received in hard copy
Records are filed & managed for access & maintenance electronically

6. Electronic Records Management System
Electronic Records Management System (ERMS) is a system used by an organization to manage its records from creation to final disposition. The system’s primary management functions are categorizing and locating records and identifying records that are due for disposition. The Electronic Records Management System also stores, retrieves, and disposes of the electronic records that are stored in its repository.
The Electronic Records Management System may contain a content management and document management component to its system.

7. Electronic Records Management System
Work Flow
Deaccessions
Destructions
Records Disposition
Destruction Request Letters
Destruction Authorizations
Garten Destruction Receipts
Deacession Request Letters
Deacession Authorizations
1 year
75 years
4 years
Permanent TL’s
– 2 years after transfer to State Archives, destroy
Non-Permanent TL’s
– 10 years after final disposition, destroy
Develop file structure
& assign retention at lowest folder level

8. ERMS Work Flow Which file do you want to save it to?
Document Created
Records Disposition
Deaccessions
1 year
User Prompt 2
Deacession Request Letters
Which file do you want to save it to?
75 years
Deacession Authorizations
User Prompt 1
Destructions
Does record need to be saved?
Yes
No – Record is not retained
1 year
Destruction Request Letters
Destruction Authorizations
Permanent TL’s
– 2 years after transfer to State Archives, destroy
Non-Permanent TL’s
– 10 years after final disposition, destroy
4 years
Garten Destruction Receipts

9. ERMS Work Flow
By placing in folder, document is assigned proper retention & disposition by ERMS
Document is placed in proper folder
1 year
Destruction Request Letters
System Administrator is prompted when document is ready for destruction
Note: Electronic Records Management Systems may contain a content management & document management component
Document is accessible until final disposition

10. ERMS ECM EDM ERMS – Electronic Records Management System
ECM – Electronic Content Management
EDM – Electronic Document Management
ERMS
ECM
EDM