Getting a handle on managing records. (Information Management).Talk about helpful: Jim Booth, executive director of PRISM International, Garner, North Carolina Garner is a town in Wake County, North Carolina, United States. The population was 25,000 as of 2007 per the Town's Planning Department. Garner is approximately 6.1 miles from Raleigh, the capital of North Carolina. , recently responded to a query on ASAE's Executive Section list-server about information management by offering the following comprehensive and insightful advice that other association executives will undoubtedly find useful. "There are a number of useful resources regarding creating a managed records system. The first is ISO (1) See ISO speed. (2) (International Organization for Standardization, Geneva, Switzerland, www.iso.ch) An organization that sets international standards, founded in 1946. The U.S. member body is ANSI. Standard 15489. Unveiled in September 2001, this standard establishes the framework of a records management system, one component of which is an effective retention schedule. "You will also find a number of helpful public-domain resources listed by the National Archives National Archives, official depository for records of the U.S. federal government, established in 1934 by an act of Congress. Although displeasure concerning the method of keeping national records was voiced in Congress as early as 1810, the United States continued and Records Administration (www.nara.gov) and by the National Archives of Australia The National Archives of Australia is a body established by the Government of Australia for the purpose of preserving Commonwealth Government records. It is an Executive Agency of the Department of Communications, Information Technology and the Arts and reports to the Minister for (www.naa.gov.au)--in particular its DIRKS Manual, which demonstrates a detailed implementation of the Australian version of ISO 15489. "The Association of Records Managers and Administrators The Association of Records Managers and Administrators (ARMA International) is a not-for-profit professional association for records and information managers and related industry practitioners and vendors. , Lenexa, Kansas Lenexa is a city in the central part of Johnson County, located in Northeast Kansas, in the Central United States. The population was estimated to be 43,434 in the year 2005.[] It is the fourth most populous city in the county. , has a particularly useful Web site (www.arma.org). A number of its publications, such as Alphabetic Filing Rules and Managing Electronic Records are good references for those who are swimming upstream against the flood of information management. "Should you choose to outsource either your archival records (infrequent reference) or your media backup tapes, you will find a searchable database Refers to databases on the Web that are searchable by typing in a query. The term is quite redundant because all databases are searchable. In fact, that is one of their major features. of our members at www.prismintl.org. Simply click on the "member mall," then search by state or country. Some organizations find that it is more cost effective to retain such documents in paper form if the retention is relatively short--10 years or less-or the retrieval is minimal. "If you have documents that are of potential historical value (or have permanent retention), the Society of American Archivists The Society of American Archivists (established 1936) is the oldest and largest archivist association in North America, serving the educational and informational needs of more than 3,400 individual and institutional members. (www.archivists.org), Chicago, has information resources (1) The data and information assets of an organization, department or unit. See data administration. (2) Another name for the Information Systems (IS) or Information Technology (IT) department. See IT. that you will find beneficial regarding storage in acid-free containers, appropriate environmental controls, and so forth. "Particularly in light of 9/11, disaster planning is a vital exercise. Storing computer media off site is an important consideration in business-continuity planning. This is especially true in preserving vital records. One of the most important principles in vital records preservation is redundancy and multilocation storage. "Imaged, filmed, and electronic documents present the same challenges as paper-filing systems in that keyword indexing is a critical factor. Note: A retention schedule should apply to the same record types irrespective of the media on which the information is stored. In prelitigation discovery, computer forensics experts are quite adept at recovering deleted files from hard drives and backup tapes, so one should bear that in mind in terms of destruction. "In addition, when planning the longterm retention of electronic records or imaged documents, effective policies anticipate 'data migration' as hardware, software, storage devices, and media change. Projecting future costs for migration now may suggest the wisdom of continuing to store on paper or microfilm, since both are eye-readable and require no migration strategy." |
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