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Originally posted at http://www.e-wavesolutions.com/ Several AIIM Conferences ago, one of the top tier Enterprise Content Management (ECM) vendors made a point of delivering a session based on the premise that no one actually wants to see an ECM platform doing its stuff. What they meant was that clients wanted the benefits without really seeing how the ECM platform works. Like we all like hot dogs but don’t really want to know how they’re made. Note: Earlier this year someone claimed that ECM is dead (it’s not) and is being replaced by Content Services (wrong again, they’re the same thing). So, if you see something called “Content ...
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We are in an age of unprecedented digital technology and connectivity. As a result, businesses face an ever-increasing risk of cyber-attacks and security breaches. Just glance at the news to see how frequently such incidents occur. These attacks and breaches can be extremely costly and debilitate a business’s vitality and reputation. One of the most commonly exploited areas of a security system is the password. Attacks on passwords can occur physically on-site or through online brute-force attacks. Consider the following five points to create and maintain a more secure password: Keep it long : The length of a password is much more important than ...
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Employees from Peacock Foods recently filed a class action suit against their employer. The group claims the company violated the Illinois Biometric Identifier Privacy Act. The employees say the company collected their fingerprints when they clocked in and out of work. They also claim the company didn’t follow the mandates meant to protect this information. This Act requires private entities who collect biometric identifiers, such as iris scans, fingerprints, and even photos to create a written retention schedule. This schedule must be available to the public, specify why this data is collected, and include plans to destroy the records as soon as the ...
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NISO, the National Information Standards Organization, is excited to let you know that they have been awarded the U.S. Technical Advisory Group (TAG) to Joint Technical Committee (JTC) 1/ SC34, Document description and processing languages.  This committee is responsible for standardization in the field of document structures, languages, and related facilities for the description and processing of compound and hypermedia documents including: Languages for describing document logical structures and their support facilities Languages for describing document-like objects in web environments Document processing architecture and formatting for logical ...
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This month we're excited to introduce you to long time member, Julie Harvey, CIP a Records and Information Management SME at Ricoh USA.  If you missed Julie's VIP Lounge session focused on building an information governance program, definitely catch the  30 minute replay here .  If you're new to AIIM, involved with developing your organization's information governance policies, or studying for your CIP--definitely connect with Julie here.  http://community.aiim.org/network/members/profile?UserKey=2afac599-6d57-4d2a-856b-b29885b6f798    Name    Julie Harvey, CIP, IGP, BPM   Position   RIM Subject Matter Expert for our Legal (Law Firm) Vertical Company ...
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BSI standard PAS 89:2012 (Enterprise content management – Code of practice) defines the process of embarking on an ECM initiative as below. Naturally, this cyclical process makes sense, much like deciding the dish, identifying the recipe, sourcing the ingredients and then preparing the dish. However, over more than a decade of working with ECM initiatives across UAE, Qatar, Bahrain and Oman (effectively the GCC minus Saudi Arabia), the de facto ECM initiative process more or less follows as below. Now this becomes an interesting case of almost buying the ingredients, deciding the dish, creating the recipe and then preparing the dish. While ...
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Introduction Headlines about natural disasters provide a stark reminder that we can’t control our environment. However, if we plan for disasters and assess risks, we can help ensure business continuity if disaster strikes. To plan for disaster, analyze the different types of potential disasters and then prepare to mitigate loss. For a Records Manager, this means finding a way to limit interruption to vital records. It also means taking steps to mitigate the disaster’s impact to the Records Program. Vital Records You need vital records for your business to operate. Without them, you can’t continue to conduct business and you can’t determine assets ...
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Records retention is challenging for healthcare entities. The requirements are complex and there is a lack of harmony among state, federal, and accreditation requirements. State and federal regulations identify different documents you must maintain in a patient’s medical record and mandate different retention periods for the medical record. Federal law typically requires the retention of medical records for five years. In contrast, states tend to mandate longer retention periods that average seven to ten years after a patient’s most recent visit. However, there are exceptions, such as Massachusetts, which requires the retention of medical records for at ...
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To celebrate 30 years in business, Zasio Enterprises, Inc. gifted a scholarship to the San José State University Masters in Archives and Records Administration Program . CEO Kevin Zasio presented the program with a scholarship to support the efforts of graduate students hoping to advance their education in the field. Zasio, a records management and information governance software and consulting company, was founded in San José in 1987. Since the company achieved three decades in the industry, Kevin returned to his roots to gift the scholarship to the community that first supported it. “Because almost every business creates, uses, stores, and disposes ...
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When paper or electronic records have reached the end of their retention period, how do you appropriately destroy them?  Below is a summary of common records destruction methods. Paper Records Confidential Information Shredding:   Paper is cut into thin vertical strips (straight-cut shredding) or into vertical and horizontal confetti-like pieces (cross-cut shredding). Most non-confidential records can be straight-cut shredded. Cross-cut shredding is more appropriate for sensitive and confidential records. Pulping:   Paper is reduced to fibers (pulp) by being mixed with water and chemicals. The pulp can then, in many cases, be recycled ...
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​Good morning; I am looking for some information about figuring out how many Engineering document controllers one would need for a 1.5 Billion dollar project.  I know there is a formula out there I just can't find it so, if anyone knows the formula for figuring our manpower for Document Controllers in a company I would greatly appreciate it.
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Hopefully you already know Connie as she's been an AIIM Member for the last couple years and an active community member in our discussion boards. She recently shared a Draft Retention Schedule to help others working on their own schedules. A great resource of industry experience, definitely get to know Connie this month; connect with her online here . And if you have a sample retention schedule, she'd love to see how your organization has it set up. Simple and easy? Show us your examples! Name: Connie Prendergast Position: Records Management Clerk Company: Flagstaff County - Alberta, Canada Where do you live in?   Sedgewick, Alberta, Canada ...
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Simply removing direct and indirect personal identifiers isn’t enough to achieve de-identification of a dataset. Data controllers must also analyze the context in which the data is presented, as well as the risk of re-identification. Not only that, but technical methods for performing de-identification are not prescribed by law, but rather are often left to the discretion of the data controller. So how do you limit risk of re-identification and respond quickly with appropriate technical methods of de-identification? This article focuses on the practical challenges of meeting de-identification standards, including both GDPR’s heightened standard for anonymization, ...
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The Office of Inspector General (OIG) has broad authority to exclude a healthcare organization from participating in federal healthcare programs (e.g. Medicare, Medicaid). Although exclusions commonly arise from violations of the False Claims Act and Anti-Kickback Statute, there are many other violations that could lead to a permissive exclusion. For instance, the OIG can request immediate access to inspect and copy certain records, and can exclude a healthcare entity for failure to produce the demanded records. [1] The OIG can demand immediate access to records and data in any medium to ensure compliance with federal healthcare program requirements. ...
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Anticipating your next technology change   This article, the fourth in a five part series on technology strategy techniques, discusses how to be successful through all kinds of business and technology changes. If you haven’t read the series, find the additional posts here . “It must be considered that there is nothing more difficult to carry out, nor more doubtful of success, nor more dangerous to handle, than to initiate a new order of things.” — Niccolo Machiavelli, “The Prince” I’ve seen this quoted in various settings before. Machiavelli wrote these words in the early 1500s to provide advice—his rant being potentially ...
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Individuals value their privacy. In contrast, businesses value the ability to leverage personal information to deliver quality products and services to meet the needs of their clients. The legal standards that regulate the protection of personal information help bridge the gap between these two opposing interests. This article addresses when to apply de-identification, the legal standards under specific regulations for de-identifying personal information, and the effect meeting such de-identification standards has on the use of the remaining data set. The full article can be seen at  ACC ‘s (Association of Corporate Counsel) Docket Magazine 
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Standards development is based on several hallmarks such as openness and consensus. Openness means that all individuals can freely express their opinions during meetings and on document approval ballots and that meetings are announced in an open and widely publicized manner. In other words, being transparent. Developing consensus means that unanimity is not the goal but trying to build consensus and using the direction or views of the majority to shape the result is what is needed for consensus. It is also important to understand that in the International standards area, each country that is a member receives one vote no matter how large the country is or how ...
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I’ll admit it – Cloud is cool. Want to see my vacation pictures? I’ll send you a link. Maybe I want to listen to my CD collection while I’m staying at a hotel – it’s in the Cloud. New server? No problem – check back in 20 minutes. Just about everything related to IT can now be purchased “as a service” – software, platforms, infrastructure, storage, etc. Not only is it convenient, but also elastic. Most discussions about the Cloud center around security and costs, and rightly so, but this one does not. Not so long ago a full and/or poorly-kept records center was a clear sign of trouble. The transition from traditional paper records to imaging and digital ...
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Defined ROT stands for Redundant, Obsolete, and/or Trivial information and includes all information NOT being stored for a valid business, legal or common practice purpose. It is duplicative of official records, past its useful life, and/or information that does not meet the standard for an official record. Also, it’s important to remember that ROT consists of both physical and electronic information, including email. Examples of why it is problematic: Storage is expensive. Although it seems like less of a problem to store ROT electronically it can actually be more expensive in the long term than paper. For example, extensive ...
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For our colleagues in Boston, Minneapolis and Chicago, we invite you to join us at an intimate learning opportunity.   TAB’s Kurt Thies will be speaking at a series of AIIM Lunch-and-Learns titled, Redefining the Modern Records Manager . In a brief talk, Kurt will share TAB’s industry experience and several customer examples to show you how modern RIM professionals can continue to stay relevant. The presentation offers essential survival tips for records managers, and examples of the four key ways that your RIM colleagues are delivering business value throughout the information lifecycle. Kurt’s presentation includes real-world examples from ...
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