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What’s included in a records retention requirement? Allow me to get a little Shakespearean on you. That which we call a records retention requirement, no matter the wording, would still have the same effect. If this were true, it would be sweet. Unfortunately, wording can create some major differences in retention requirements. A law’s wording, punctuation, definitions, and title headings can all shape the meaning of which records are regulated. This article will explore common traps you can fall into as you try to decipher records retention laws. But first, what are the components for a records retention law?   What Makes up a Record Retention Law? Records retention requirements typically have three components: • Regulated party (the person required to keep the records), • Record description • The retention period All three areas can have phrasing issues that muddy up the meaning. This lack of clarity can create misunderstandings that can prevent you from your ultimate goal: compliance. Here are some common traps to watch out for:   Trap 1: Who Does What? Like most laws, record retention laws often use passive voice. This means the regulated party is missing from ...
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Here comes Tax Day! You might be wondering how long you need to keep your tax records. Maybe your company has a records retention plan based on legal requirements, standard industry practices, or internal policy. Or maybe for tax records, you follow the accepted 3-year record retention period for tax documents. Three years might sound like long enough, but are you thinking about federal and state audit limitation periods? These regulations could potentially impact the time you keep such records. Many people know that the federal IRS tax audit period is 3 years (or 6 + years if the IRS finds substantial errors). In fact, on its   website , the IRS suggests businesses retain records. They suggest you keep records that show income, deduction, or credit. So yes, this period typically amounts to 3 years. But, depending on the circumstances or the particular records you keep, this can extend to 4, 6, or 7 years and sometimes indefinitely. So how do you comply with federal and state requirements? Make sure your tax records align with audit limitation periods. This alignment minimizes hassle or complications that develop from inadequate or missing records during an audit. In short: ...
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1) Is blockchain software secure? This question is likely the first thing an IT professional will ask. Many news articles have publicized “hacks” in which thieves made off with millions in Bitcoin and other digital currency. The recent Coincheck heist and the famous Mt. Gox hack are classic examples. However, security vulnerabilities in blockchain are a common misconception – these breaches are almost exclusively failures in enterprise IT security practices rather than flaws in blockchain software. Generally, blockchain software is nearly hack-proof due to strong encryption—the only way to hack it is to guess the private key through trial and error. Even if a hacker uses the world’s fastest supercomputer, it would still take them millions of years to guess the correct key. But if the hacker can obtain the private key because of lax enterprise data protection, all bets are off. The weak point in blockchain is not the software itself, but the IT security practices and systems architecture of the organizations who use it. If the private keys to blockchain software are stored on an unsecured hard drive or lost by a careless employee, the system is vulnerable. Even an invincible ...
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In the last article, we explored potential uses for blockchain technology in records management and information governance. Several startups have pilot projects for blockchain records management software, but none have been brought to market yet. Once blockchain software solutions are available, organizations thinking about a switch to blockchain should carefully consider the ways the software addresses some of these key challenges and technical hurdles. This will help ensure the software is right for their organization before investing in blockchain technology. Validation An organization would first need to ensure there is a feasible way to validate new blocks. Then, it would need to decide whether this process should be public or private. The software’s validation system and whether it uses public participation are critical factors to the overall security and usability of the blockchain software. For example, Bitcoin uses a “proof-of-work” validation algorithm intended to be difficult. This method spurs fierce competition among a global audience of “miners” and “nodes” that validate each new block. This works well for decentralized payments, but it might not be practical ...
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  Later this month, document and content management subject experts from approximately 14 countries will gather in Hangzhou, China for a week of meetings to continue the development of document and content management standards to improve the industry. With organizations handling mostly electronic information and the almost daily data breaches that take place, the work of these experts is important.  The experts will be discussing: Working Group 11 – EDMS Guidelines, will be meeting for a full day to discuss two projects. ISO/CD 18759, Document management – Trusted WORM functional and technical requirements – This project meeting will include discussions regarding organizations store digital content or electronically stored information. The working group will be developing guidance to help organizations design, implement and manage information and system in such a way as to guarantee the reliability, authenticity and integrity of the information. The outcome of this meeting will be to move the draft document to the next step in the process getting it closer to publication. ISO/DTR 22957, Document management – Analysis, selection and implementation of electronic document ...
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Law offices and lawful divisions continue conveying their pennants of substantial record customers. To take after a paperless business approach, lawful experts put effectively in substance and archive administration arrangements. As per Statista, by 2019 legitimate offices will generously build their spending in different report driven areas. They will put in any event $349 million in contract administration (+185% contrasting with 2015), $183 million in record administration (+44%) and $279 million in issue administration (+43%). They will likewise burn through half more on coordinated effort instruments and 94% more on legitimate undertaking administration arrangements. In the event that we take a gander at the recorded cost things, we can state that custom SharePoint development will be among viewed as arrangements as it handles archive administration, venture administration and joint effort similarly well. In this article, we will enable you to see how to construct an effective SharePoint record administration answer for lawful experts. We will break down basic highlights your answer ought to incorporate and uncover conceivable traps you should deliver to guarantee ...
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How about we confront reality. End clients are regularly disappointed with their SharePoint arrangements. While instantly settled specialized issues cause just transitory despondency, disagreeable outline, and poor usefulness, if left unaddressed, can prompt consistent alienation that will be difficult to overcome, regardless of whether the framework performs well. Lamentably, custom SharePoint development and SharePoint bolster groups organize precisely specialized investigating and frequently disregard UI and UX issues, hence abandoning the most basic components of SharePoint selection. What's more terrible, clients never partake in SharePoint support and upkeep exercises, which are for the most part designated to an IT division solely. Nonetheless, if SharePoint arrangements get altered consistently while representatives remain uninformed of changes, prepare to welcome considerably heavier client animosity. Instructions to Marry SharePoint Support, Maintenance and User Adoption There are no less than two measures that will enable you to influence Microsoft SharePoint development services to help and support a fundamental piece of your SharePoint selection technique: ...
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On the off chance that you get some information about their most loved highlights of the SharePoint intranet, you can make sure that a SharePoint group site will be among the most prominent answers. In fact, very nearly 60% of organizations affirm that a group site is the most regularly utilized coordinated effort include (The Impact of SharePoint – 2016, AIIM Industry Watch). In the meantime, group locales' grandness surpasses other SharePoint highlights that regularly remain untouched in the SharePoint box. Custom SharePoint development is one of these underestimated segments.   Customarily, a default SharePoint blog fills the sole need – it has a corporate blog. Assigned to the HR division or a chose gathering of representatives, such a blog contains either corporate news or particular substance that spreads interests of a restricted crowd. In Microsoft SharePoint development services , it implies that organizations underuse accessible SharePoint abilities, which keeps them from getting the most out of their memberships.   So we should investigate elective utilization situations for your SharePoint blog and decide a few areas where you can utilize the blog's abilities ...
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At Novigo, we put stock in adjusting our customer's IT system to their business methodology for general achievement. We center around giving reasonable and inventive answers for accomplishing operational perfection. Logiticks Logiticks is a product improvement organization that makes high-esteem web and portable applications making utilization of Microsoft advances. Logiticks is additionally a Microsoft Silver Partner in Cloud competency. We had worked with new companies and additionally substantial undertaking clients.Our customer base is spread crosswise over US, Canada, and Australia. Octal Info Solution Octal Info Solution Pvt. Ltd. an ISO 9001:2008 and D&B Certified Company is the name of a built up and driving custom Web and Mobile Application Development organization with enrolled workplaces in the UK, US and Singapore. We are gathering of specialists multifaceted in web and versatile space .We have stretched out our administrations to blue chips customer like Skype, vodafone and so on All e Technologies We help organizations in streamlining, robotizing and web empowering center business forms by means of Microsoft Business Solutions like Dynamics NAV, AX, ...
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Perhaps it’s a sign of growing older, but I’ve become crankier over the years as my favorite brands or styles disappear without warning. Whether it’s running gear, toothpaste, deodorant, or a favorite coffee shop snack. Once I find what I like, I stick with it. Then, some very smart people determine that what I like isn’t good enough so they “new-and-improve” it, or they get rid of it entirely. New is great. How did I live without a smart watch? I even welcome disruptive technologies, like Uber. But don’t make me figure out which cereal to buy every week at the grocery store. Finding a new brand of socks is annoying. Swapping out enterprise-level software is an entirely different level of aggravation. And yet, some large companies make their customers do just that as frequently as soda manufacturers change their can designs. I bring this up now because another competitor in the Information Governance landscape has gone belly-up, leaving customers to fend for themselves as they scramble to find a suitable replacement. I won’t name names here, but this has become a recurring theme over my 18-year tenure at Zasio. Companies that once seemed promising either didn’t survive, or ...
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If you're living in Australia and a member of AIIM, it is almost impossible not to know Jo. A long time member and strong advocate for building the Australia and Asia Pacific network, Jo is not only an expert in information management, she is an advocate for helping others by building community and sharing resources. Jo was also recently honored with an invite to join the Australian Government delegation to attend the 62 nd Session of the United Nations Commission on the Status of Women. We met with her to learn more about this great accomplishment and her current efforts. If you have not yet connected with Jo, do so here ! Name   Jo Stewart-Rattray Position  Director of Information Security & IT Assurance Company  BRM Holdich Where do you live in?  Auburn, South Australia, the heart of the Clare Valley wine growing region How long have you worked in information management?  I started out in document and records management a long time ago and started teaching these in the mid 90’s.  Having always been involved in technology too – it was a short hop to information management and security. What does your work entail? Do you have company support? How are you ...
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In the   previous article , we looked at some of the basic features of blockchain technology. While Bitcoin and blockchain have made a splash in the payments space, many investors and futurists also herald blockchain technology’s potential to reshape other business and economic sectors. The value of blockchain’s immutable, uninterruptible, incorruptible framework doesn’t end with payment transactions. There are many potential uses in other applications that rely on trust, security, and auditability of data. Entrepreneurs have proposed applying the technology to everything from proxy voting in shareholder meetings to managing globally distributed supercomputing. Ideas even include a “smart grid” to allow for peer-to-peer transmission of renewable green electricity. Information Governance (IG) and records management are a natural fit for blockchain technology because these fields value data based on its authenticity, integrity, and reliability. However, any potential blockchain application would need to be flexible enough to meet the needs of enterprise users. In addition to managing records through their lifecycle, a blockchain solution for IG would need to be economically feasible ...
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To me, one the biggest value of the Certified Information Professional program is as common language for Enterprise Content Management. The lack of this common vocabulary easily costs tens of thousands of dollars to vendors and can add months to the vendor selection cycle for end users. Having been in the enterprise content management space for twenty years and worked with many different ECM vendors, it still amazes me that we still don’t have a single vocabulary. Is there a difference, or similarity, to what one vendor calls a version and another a revision? What’s the difference between a compound document and a virtual document? Vendors cannot even seem to find a common ground for what to call values associated to a document. Do we call them properties, attributes, keywords, or index values? You would think that this wouldn’t matter but it does, to some. After working for sixteen years with one ECM platform vendor and its partners, I found myself moving to another platform. I was immediately placed in a training plan that would last for two months. I finished each day of general ECM training in under an hour. ECM technology does not change but how it’s presented by each vendor ...
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To some people, standards are boring, tiresome and just plain not needed. While at the same time, others fully embrace the use of standards. Standards do take time to develop. Like fine wine, standards do improve with age! Standards are needed to help organizations to be able to implement bests of breed applications into their workflows rather than staying with the offerings of one vendor. The standards also reduce risks the organization may have when implementing technologies because they are developed by subject experts who collaborate to document the best way to implement or utilize a technology or improve a process. When you use a standard, you can be certain it has been tested which will provide a high level of reliability in its use. The 3D PDF Consortium launched its ECM Standards Group . There will be a number working groups, each of which will have several ad hoc groups that will address specific defined projects to help the working group complete its work. The initial working groups are as follows: Trustworthy Storage Technologies and Practices Working Group will be developing guidance for planning, designing and implementing trustworthy storage technologies. ...
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Well written administrative policies are clear, concise, and respectful to the people they govern. IM/IT policies are no exception. The written policies of many organizations fall far short of that goal, however. They are overly long, ambiguous or confusing, and written as if angry parents were talking to bad children. It should come as no surprise in those cases that the organization spends an inordinate amount of time dealing with compliance problems. Remember that the purpose of a written policy is:  1) to outline decisions made by the organization, 2) to set limits for employees and customers, and 3) to serve as the single, authoritative source for a particular decision. Policies are not training aids or background explanations, nor are they meant to be as an exhaustive compendium of everything people need to know. The proper place for text that teaches, explains, illustrates, or reinforces what people need to know is the guidance documents, such as training manuals, employee handbooks, and other communications pieces. Here are five things that well written IM/IT policies avoid: 1) Repeating the law One reason policies are too long is that they contain unnecessary statements. ...
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In the past few months, Bitcoin and other cryptocurrencies have dominated headlines and astounded skeptics across the globe. Bitcoin’s dramatic rise during the past year shocked and captivated technology enthusiasts, investors, and regulators alike. Yet while the hype of bitcoin mania now shows signs of fading with its recent fall in price, the technology underpinning Bitcoin—blockchain—is likely here to stay. But what is Bitcoin, and why is blockchain technology so important? Bitcoin has captured widespread attention as a currency and payments technology. But Bitcoin is just the first and most widely-known example of a new technological paradigm called distributed ledger technology, also known as “blockchain.” In a blockchain, a series of sequential transactions are linked in chronological order to form a chain. Each new entry on the chain is called a block. Each block contains transactions digitally signed with public key cryptography. You can confirm that each new block is valid (i.e. authentic and free from errors) by checking it against the previous block. Blocks that don’t follow the pre-determined rules of the blockchain are automatically thrown out. One key innovation ...
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Behind every business is data, and one of the core elements of a records management program is organizing this data so you can apply retention policies. But data comes in obvious and not-so-obvious forms. Records managers know an effective Records and Information Management (RIM) program must deal with a wide variety of information sources. These might include current and legacy software applications, spreadsheets, homegrown databases, as well as scanned and paper records, just to name a few. How much effort is involved in searching for information when it’s in so many different places? What happens when the original software is no longer supported and even worse, if it won’t run? Such concerns lead organizations to consolidate systems, looking to simplify and introduce the latest technology that also offers the greatest searching efficiency. Enter…the art of data migration! But what is data migration and what should you look for in a data migration specialist? As a data migration expert with 15 years of experience, I can tell you that the words “easy” and “simple” should only be whispered, if spoken at all. Data migration boils down to converting data from one source to another. ...
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A recent   Forrester report   outlined several interesting trends – firstly, the adoption of e-signatures within businesses continues to grow steadily throughout the world and in Europe enterprises are engaging with e-signature providers for a broader set of digital services than their US counterparts. We have experienced this. Enterprises are increasingly seeing   e-signatures   as vital to the digital evolution of their businesses and at the same time a crucial component to meeting their transaction workflow and e-trust requirements. This is driving many enterprises to migrate paper-intensive processes to more efficient digital equivalents. Forrester also found the top three drivers that made e-signature implementations valuable were : Analogue process replacement Secured connection across organisations Straight-through process automation What’s interesting about the findings is that whilst business metrics are important and make a strong business case – take an 85% improvement in productivity as one example, or the 22,000 staff hours another enterprise saved annually - Forrester made it equally clear that for many enterprises, it’s the impact ...
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From the general comments I am hearing, the Mark Twain quote, “The reports of my death are greatly exaggerated” and since it is Oscar weekend, the line from Monty Python and the Holy Grail where it is said [loosely quoted] “I’m not quite dead yet…feeling much better” come to mind. Let me first clear up, the Standards Program is still alive and working. It is not at AIIM any longer but is at the 3D PDF Consortium . When we first started to talk about moving the program, I was under the misguided notion that it would be easy! I thought it was a matter of moving a few files, getting them stored on the new server, setting up committees and then let the subject experts know where to look for the materials. You know, ‘Build it and they will come’ [Loosely quoted from Field of Dreams]. I learned very quickly, that is not the case! I could and should probably draft a case study that discusses moving the program and the lessons learned along the way. While the program is on a small scale, I’m sure it is not much different from when a company merges with another company. There are legal transfer agreements that must be executed in both cases. The standards program is not dead! The ECM Industry ...
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Alle starren zur Zeit auf die DS-GVO wie das Kaninchen auf die Schlange. Nur noch wenige Wochen bis zum 25.5.2018. An diesem Datum endet die Übergangsfrist. Bis zu diesem Termin ist bei vielen Unternehmen in Deutschland noch viel zu erledigen ( http://bit.ly/InfoGov-Strategie ).  Die DS-GVO Datenschutz-Grundverordnung bringt viele Änderungen mit sich: Verfahrensverzeichnis, Definition von schützenswerten Daten, Lokalisierung dieser Daten, Prozesse für die Behandlung von Auskünften und Löschanfragen, kontrollierte Löschvorgänge, Prüfung der Einhaltung der Vorgaben, Audit-Trails und viele andere klassische Records-Management-Anforderungen. Auch gilt es nicht allein die GDPR / EU-DS-GVO zu berücksichtigen. Mit dem „ DSAnPUG-EU “-Gesetz wurde das BDSG aktualisiert. Mit dem „ BDSG-nF “ – im Volksmund statt neue Fassung auch gern einfach BDSG-neu genannt – wurden zahlreiche Erweiterungen, Verschärfungen, Erleichterungen, Anpassungen usw. vorgenommen. Auch die Landesdatenschutzgesetze – zum Teil schon aktualisiert – warten mit weiteren Überraschungen auf. DS-GVO und BDSG-nF treten zusammen am 25.5.2018 in Kraft und ersetzen das bisherige BDSG. Fokussiert man den Blick zu sehr auf die ...
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