ECM Principles may include statements of direction like: Information is a corporate resource and must be shared across the enterprise Collaborative workspaces will be made available and utilized The principles are then embedded in a set of rules like: Information must be stored in the appropriate places Information of corporate value must be stored in the corporate ECM or ERM repositories The principles help drive organizational best practices like: Repurposing of information and content not reinvention Information will be shared and cross functional teams will be the normal operating mode The rules then drive procedures and which the best practices support like: How to declare records Requesting a project team site Basically, what I am saying is that well established ECM environments provide a set of guiding principles for the organization which become embedded in the rules of operation
The fact is, that this experiment in user empowerment has failed. We’re declaring records in a haphazard manner where policy is being applied inconsistently, multiple versions of information are being declared (or not declared) as records, and our inconsistencies are one of the primary ways that we’re losing lawsuits
When you have content that is diversified across thousands of sites, how can you have a consistent process for declaring records?
A DocID is the way each element can be tracked and monitored through a complete chain of custody. Declaring Records – This is one of those actions that should be as automated as possible
Yes, I meant to say I’ll see it when I believe it (not believe it when I see it), because it’s a case where I have had difficulty seeing the possibility and potential viability of an automated process that could effectively declare records from non-record and then classify records according to rules (retention schedules) that govern when disposition can and must take place
Map Document Management Requirements to Business Objectives Setup a reliable Document Capture process Secure access to the sensitive documents Optimize the use of Workflows Maintain Document Life Cycles Use guidance from the core Standards Ensure retention Hold process is followed Communicate and Train the records staff and end users who will be declaring records Monitor the content, ensure compliance is met Automate the "destruction process" Ensure a "destruction log" is kept This is not everything that will make your implementation a success but will go a long way into helping you as a business to refine the processes and platform you choose so it can be a success
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