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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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Die PDF-Version des PROJECT CONSULT Newsletter August 2017 ist erschienen / The PDF version of our August issue of the PROJECT CONSULT Newsletter has been published: http://bit.ly/PCNLAug2017 Gastbeiträge / Guest Authors Herzlichen Dank an alle Gastautoren! / Many thanks to all guest authors! Nicht alle Beiträge für unsere Jubiläumsausgabe erreichten uns zum Redaktionsschluss im Juni 2017 und konnten erst nach dem Erscheinen des Jubiläums-Newsletter ( http://bit.ly/PCJub25NL ) bearbeitet werden. Diese Nachtragsbeiträge sind in dieser August-Ausgabe veröffentlicht. / Not all contributions for our jubilee edition reached us in time for inclusion ...
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ARMA (Association of Records Managers & Administrators) defines a permanent record as a “record that has been determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation. [i] ” Continuing preservation implies that it extends for a long time, but just how long? Does retention end if the company goes bankrupt, or if the business unit owning/creating the record divests? While counter-intuitive to the normal use of the word, the common Records Management understanding of a permanent retention period is normally framed in the context of a company’s existence. After all, what good are a company’s ...
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Am 21.8.2017 wurde der Entwurf für ZUGFeRD 2.0 nebst Roadmap der weiteren Entwicklung vorgelegt ( http://bit.ly/ZUGFeRD20FacturaX ). Er ist Ergebnis der Entwicklertagung. Der Entwurf kann bis zum 25.08.2017 bei FeRD kommentiert werden. Die Verabschiedung ist für den 21.9.2017 vorgesehen. Es wurden zwei Dokumente, eine Roadmap mit allgemeinen fachlichen Erklärungen, und eine erweiterte technische Spezifikation veröffentlicht ( http://bit.ly/FeRDZUGFeRD20 ). Roadmap ZUGFERD 2.0 ( http://bit.ly/ZUGFeRD20Roadmap ) Inhalt: ZUGFeRD 2.0: Der internationale Standard für elektronische Rechnungen (entspricht der europäischen Norm EN 16931) Umfang von ZUGFeRD ...
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Every month, AIIM features a member who we want to connect you with!  This month, meet Kathleen Glasgow Sparks who has been an AIIM member for about 30 years! Kathleen is the Records Retention Director at Tyson Foods. A pioneer in our industry, Kathleen shares a passion for records management and has helped Tyson with their own digital transformation. In the next year, Kathleen will be retiring and with that looks forward to the opportunity to enjoy more time with friends, continue her volunteer work, and finish her walk across France and Spain. Before she goes, connect with her and her years of experience ! Name       Kathleen Glasgow Sparks Position ...
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A while ago I was pointed to an  article proclaiming that Information Governance  is no longer necessary (ROFLMAO). I laughed because I think its grasp on reality is about as firm as that of whoever proclaimed that ECM is dead. However, once you get past the intermangling of “governance” and “management”, there are a couple threads that have validity. ...continue read
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Moving Never Easy

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Moving is hard work! How many of you have moved recently? If you have, you know what I am talking about. In a house or office move, you have boxes and boxes to unpack and in some ways, it seems like a gifting holiday when you find things in boxes. We have been and continue to go through an electronic move. At face value, you may think an electronic move is easier but it is just as time consuming and tedious as a physical move but without the empty boxes to recyle. As you know by now, the AIIM Standards Program has moved to the 3D PDF Consortium . Since our documents make use of industry standard file formats, we are assured that the documents will display ...
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On May 25, 2018, the General Data Protection Regulation (GDPR) goes into effect. The GDPR harmonizes data protection and reshapes the way businesses approach data privacy. To achieve this goal, the GDPR holds businesses accountable for how they manage personal data in a digital world. In preparation, many are evaluating current practices and planning to bring their programs into compliance to avoid strict fines and penalties. However, there are challenges aligning current practices with the Data Protection Principles set out in the GDPR. For our purposes, we’ll address the principle of “data retention periods,” which requires businesses to retain personal ...
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