1. 03/08/1999UT Austin: GSLIS LIS 387.81 Information Management LIS 387.8 3/8/99 Martha Richardson

2. 03/08/1999UT Austin: GSLIS LIS 387.82 Information Management Records Management Document Management Integrated Document Management Knowledge Management

3. 03/08/1999UT Austin: GSLIS LIS 387.83 Records Management What is a record? A record is recorded information, regardless of medium or physical form.

4. 03/08/1999UT Austin: GSLIS LIS 387.84 Records Management What is an official business record? It is recorded information created or received by an enterprise as evidence of a transaction or decision.

5. 03/08/1999UT Austin: GSLIS LIS 387.85 Records Management Objectives To provide accurate, complete information when it is required To process recorded information in an efficient manner To provide information and records at the lowest possible cost To maximize service to the users

6. 03/08/1999UT Austin: GSLIS LIS 387.86 Records Management Activities Records inventory –lists all records by record series –identifies location –identifies quantity

7. 03/08/1999UT Austin: GSLIS LIS 387.87 Records Management Activities Records series –a group of identical or related records that are normally used and files as a unit –allows evaluation as a unit for retention scheduling purposes

8. 03/08/1999UT Austin: GSLIS LIS 387.88 Records Series Accounts payable –original order form –purchase order number –accompanying documentation –copy of payment –copy of disbursement

9. 03/08/1999UT Austin: GSLIS LIS 387.89 Records Management Activities Appraisal and analysis –identify duplicate records –assess length of usefulness –identify legal requirements –reclaim storage space

10. 03/08/1999UT Austin: GSLIS LIS 387.810 Records Management Activities Retention and disposition –develop schedule to authorize disposition and transfer of records –use on daily basis –reduce record keeping costs

11. 03/08/1999UT Austin: GSLIS LIS 387.811 Records Management Activities Savings –save prime floor space by reducing volume of records and space needed for equipment –reduce expenditures on filing cabinets and other storage media –increase efficiency of retrieving records –maintain compliance with mandated requirements

12. 03/08/1999UT Austin: GSLIS LIS 387.812 Records Management Activities Active file management needs –a systematic arrangement of records for immediate retrieval –the best physical location –standards for equipment –standards for supplies –best storage medium

13. 03/08/1999UT Austin: GSLIS LIS 387.813 Records Management Activities Inactive file management –records that are referred to less than once per month per file drawer –transfer to low-cost storage equipment (cardboard containers) –transfer to low-cost storage areas (records centers) –maintain appropriate humidity and temperature

14. 03/08/1999UT Austin: GSLIS LIS 387.814 Records Management Activities Archives management –permanent records kept for legal, fiscal, or historical reasons – identify standards for appraising archival value –determine uniqueness of records –identify appropriate number of records to retain –determine most effective and economical means of protection

15. 03/08/1999UT Austin: GSLIS LIS 387.815 Records Management Activities Forms Management –piece of “paper” on which spaces are systematically arranged for data entry –used to handle recurring, but variable data –serve as chief means of communicating information in a standardized, repetitive manner –develop forms control programs

16. 03/08/1999UT Austin: GSLIS LIS 387.816 Records Management Activities Electronic Records Management –data, text, images, graphics, audio, and video can be stored and transmitted digitally –access to information is faster –information more centralized –reduce chance of mis-filing –information accessible only by machine –increased chance of early, permanent loss

17. 03/08/1999UT Austin: GSLIS LIS 387.817 Records Management Activities Vital Records Management –essential records, the records necessary to the continuity of an organization –records needed immediately during or after a disaster –should be secured at alternate location –should be readily accessible

18. 03/08/1999UT Austin: GSLIS LIS 387.818 Value-Added Information Chain Concept adapted from Michael Porter Events in production process where costs occurred and value was added Value = usefulness or importance Value chain = the the increasing importance of activities in a process Cisco and Strong, 1999

19. 03/08/1999UT Austin: GSLIS LIS 387.819 Information Management Activities Capture Transform Store Transfer Apply Cisco and Strong, 1999

20. 03/08/1999UT Austin: GSLIS LIS 387.820 Records Management Unless incorporated into electronic recordkeeping systems failure will eventually occur due to poor quality records no identifiable owner or purpose unreadable many out-dated,useless records Cisco and Strong, 1999

21. 03/08/1999UT Austin: GSLIS LIS 387.821 Records Management Role in document management –to provide document classification and filing system infrastructure –retention policies –migration strategy –recognized by courts Cisco and Strong, 1999

22. 03/08/1999UT Austin: GSLIS LIS 387.822 Records Management Influence of records in electronic format –provide a single point of access –leverage internet technology –transfers indexing function to end users Cisco and Strong, 1999

23. 03/08/1999UT Austin: GSLIS LIS 387.823 Records Management Critical issues –definition of “official” record –development of standard naming conventions –enforcing compliance with retention policy –migration strategy for stored documents Cisco and Strong, 1999

24. 03/08/1999UT Austin: GSLIS LIS 387.824 Document Management Attempt to control document-based information –Located in PCs –filing cabinets –mainframe computers –file servers Cisco and Strong, 1999

25. 03/08/1999UT Austin: GSLIS LIS 387.825 Document Management Number of document types across an organization must be identified by –content –value –use Cisco and Strong, 1999

26. 03/08/1999UT Austin: GSLIS LIS 387.826 Document Management Life cycle requirements must be understood –creation –use –storage –disposition –legal requirements –regulatory compliance Cisco and Strong, 1999

27. 03/08/1999UT Austin: GSLIS LIS 387.827 Document Management Must integrate business process models –for document-based tasks –for document-based activities Cisco and Strong, 1999

28. 03/08/1999UT Austin: GSLIS LIS 387.828 Document Management Must define access requirements –individual user –work groups –departmental –enterprise-wide Cisco and Strong, 1999

29. 03/08/1999UT Austin: GSLIS LIS 387.829 Document Management Must integrate technology within the present computing environment Cisco and Strong, 1999

30. 03/08/1999UT Austin: GSLIS LIS 387.830 Document Management Successful programs require –information management as a business discipline –information technology equipment and services Cisco and Strong, 1999

31. 03/08/1999UT Austin: GSLIS LIS 387.831 Successful Document Management Develop a document management strategy Define the document environment Evaluate the document technology Build the business case Implement a course of action Karen Strong, 1997

32. 03/08/1999UT Austin: GSLIS LIS 387.832 Enterprise-wide Document Management Allows searching across multiple repositories Allows sharing of information across the organization Allows use and re-use of documents across workgroups Allows control of information across the organization Cisco and Strong, 1999

33. 03/08/1999UT Austin: GSLIS LIS 387.833 Enterprise-wide Document Management New opportunities created by World Wide Web for distribution of information Electronic date interchange (EDI) Electronic commerce Principles, guidelines, and standards already in place Cisco and Strong, 1999

34. 03/08/1999UT Austin: GSLIS LIS 387.834 Integrated Document Management Extends document management to every desktop Leverages investment in groupware Links business processes to required documents Supports integrated work management Increase productivity and improve customer service Cisco and Strong, 1999

35. 03/08/1999UT Austin: GSLIS LIS 387.835 Reference Cisco, Susan L. and Karen V. Strong. “The Value Added Information Chain”, The Information Management Journal. v. 33, n. 1, January, 1999, p. 4.