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Records Management Programmes

***The views expressed in this article are mine alone and do not necessarily reflect those of my employer*** I recently had some thoughts as to why we "do" Records Management. I have been a practising Records Manager for some time now and I thought it would be useful to "go back to my roots" to validate my thoughts as to why we do Records Management and what key matters/steps should we consider. I should be grateful for your feedback on my two lists below - one being why we do Records Management and the other being what we gain/lessons learned from our programmes:- Why do we have Records Manement Programmes ? 1/ Improve efficiency (reduce incidents of "lost" records for example) 2/ Reduce costs - reduce storage and service costs both internal and external 3/ Minimise litigation risks and respond to regulatory/legal enquiries in a timely manner 4/ Because you have to!

Roger Poole's profile image

Blog Entry
Records Management in the Age of Facebook

So is a Facebook "Like" a record? If so, how do you capture it, and declare it as a record, and manage it in your repository, and authenticate it as needed, and produce it for discovery, and disposition it at the end of its lifecycle? (We'll leave the notion of a Facebook Like or a ReTweet as permanent record as an exercise for the reader.)

Jesse Wilkins's profile image

Blog Entry
How Different is Legal Document Management?

Baseline: Library Services: Dynamic DM capabilities that include document profiling/indexing, check-in/check-out, revision history, and audit trail Configurable Structured Repository: Repository capabilities for managing the range of Legal’s documents, including Legal’s own documents and records, possibly other corporate documents, legal opinions, correspondence and memos, contracts, and collected documents under litigation hold Advanced Search: “Enterprise” search, although search is typically limited to all same-DM product repositories in the organization, with some capabilities to search databases and other repositories from the same vendor Guaranteed, Restricted Content: Provides guarantees and restrictions on content, authorization, security, authenticity, or accuracy (ensuring that exactly the right people can access exactly the right documents) Granular Security: Includes security on annotations and redaction; security protects search content based on user access rights; access control can be strictly enforced Integration with Desktop: UI integration with (typically) MS Office and Outlook Document Workflow: Process management capabilities, particularly for author-review-approve workflow and document lifecycle management Standard: Standard is Baseline plus: Records Management: RM capabilities, including behind-the-scenes capture of content as a record, and standardized integration with electronic and paper RM products and modules Team Project Collaboration: Capabilities for team- or activity-based, document-centric collaboration capabilities, focused on providing a common virtual environment to share information and interact on a particular task, project, or activity Advanced: Advanced is Standard plus: Advanced Version Management: Advanced Library services, particularly red-line management and version merging/branching E-discovery Capabilities: Inherent capabilities and strategic/technical integrations with third party products for all stages of the EDRM , including pre-trigger information lifecycle management Integration with Legal Software Applications: Strategic/technical integrations with Matter Management and related legal software applications Bates Numbering and Other Special Legal Capabilities: Includes various specialized legal capabilities not included in other categories I divided the Legal DM capabilities into Baseline, Standard, and Advanced: Baseline capabilities (1-7)are necessary for any Legal firm or department doing anything significant with their documents

Richard Medina's profile image

Blog Entry
What are You Using Your RRS for โ€“ Part 2?

What are you using your RRS for? I really don’t understand why organizations are in a hurry for a Records and Information Management Policy and Records Retention Schedule (RRS) when they are not going to use them

Helen Streck's profile image