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Preserving Organizational Knowledge with Proper Document Management Oksana Kornilova Opsomer Iowa State University
Iowa State University Capstones, Theses and Retrospective Theses and Dissertations Dissertations 2006 Preserving organizational knowledge with proper document management Oksana Kornilova Opsomer Iowa State University Follow this and additional works at: https://lib.dr.iastate.edu/rtd Part of the English Language and Literature Commons, and the Rhetoric and Composition Commons Recommended Citation Opsomer, Oksana Kornilova, "Preserving organizational knowledge with proper document management " (2006). Retrospective Theses and Dissertations. 7113. https://lib.dr.iastate.edu/rtd/7113 This Thesis is brought to you for free and open access by the Iowa State University Capstones, Theses and Dissertations at Iowa State University Digital Repository. It has been accepted for inclusion in Retrospective Theses and Dissertations by an authorized administrator of Iowa State University Digital Repository. For more information, please contact [email protected]. Preserving organizational knowledge with proper document management by Oksana Kornilova Opsomer A thesis submitted to the graduate faculty in partial fulfillment of the requirements for the degree of MASTER OF ART Major: Rhetoric, Composition, and Professional Communication Program of Study Committee: Lee Honeycutt, Major Professor Donald Payne Hilary Seo Iowa State University Ames, Iowa 2006 Copyright © Oksana Kornilova Opsomer, 2006. All rights reserved. 11 Graduate College Iowa State University This is to certify that the master's thesis of Oksana Komilova Opsomer has met the thesis requirements of Iowa State University Signatures have been redacted for privacy Ill Table of Contents List of Figures iv List ofTables v Chapter 1. Introduction 1 Technical Communicators' Role in Knowledge Management 3 Chapter 2. Knowledge Management or Document Management 7 Knowledge Management 7 Document Management 11 Chapter 3. -
Retaining and Preserving Federal Records in a Digital Environment: Background and Issues for Congress
Retaining and Preserving Federal Records in a Digital Environment: Background and Issues for Congress Wendy Ginsberg Analyst in American National Government July 26, 2013 Congressional Research Service 7-5700 www.crs.gov R43165 CRS Report for Congress Prepared for Members and Committees of Congress Retaining and Preserving Federal Records in a Digital Environment Summary All federal departments and agencies create federal records “in connection with the transaction of public business.” The Federal Records Act, as amended (44 U.S.C. Chapters 21, 29, 31, and 33), requires executive branch departments and agencies to collect, retain, and preserve federal records, which provide the Administration, Congress, and the public with a history of public- policy execution and its results. Increasing use of e-mail, social media, and other electronic media has prompted a proliferation of record creation in the federal government. The variety of electronic platforms used to create federal records, however, may complicate the technologies needed to capture and retain them. It is also unclear whether the devices and applications that agencies currently use to create and retain records will be viable in perpetuity—making access to federal records over time increasingly complicated, costly, and potentially impossible. In recent years, the Government Accountability Office (GAO) and the National Archives and Records Administration (NARA) reported records management deficiencies at federal agencies. NARA, which has government-wide records management responsibilities, found 45% of agencies were at high risk of mismanaging their records. Agencies’ inabilities to comply with federal recordkeeping laws and responsibilities may make it difficult for NARA to predict future federal archiving needs because officials may not anticipate the true volume of records, nor will they know the variety of platforms used to create those records. -
Funding Your Records Management Project by Diane R
Funding Your Records Management Project By Diane R. Gladwell, MMC IIMC ReCoRds ManageMentteChnICal BulletIn seRIes • 2012 Records Management Technical Bulletins This publication, one of sixteen bulletins in the 2012 Local Government Records Management Technical Publica- tion Series, is a joint effort of the Municipal Clerks Education Foundation (MCEF), the International Institute of Municipal Clerks (IIMC), and the National Association of Government Archives and Records Administrators (NAGARA). Funding for this project was made available, in part, by a grant from the National Historical Publi- cations and Records Commission. The Municipal Clerks Education Foundation (MCEF), established in 1984, is a tax- exempt, nonprofit foundation under Section 501 (C)(3) created to raise funds for its part- ner, the International Institute of Municipal Clerks. IIMC uses these funds to promote, train and educate Municipal Clerks, making them proficient in the services they provide for the citizens of their community. MCEF is a diverse team of volunteers who are passionately committed to helping IIMC pursue its educational objectives. The International Institute of Municipal Clerks (IIMC) is devoted to advancing the professionalization of the Office of Municipal Clerk and improving the efficiency of munici- pal government. The IIMC provides its members with educational, conference, reference, research, and informational services designed to keep them informed of changes in the professional community. The National Association of Government Archives and -
Crown Records Management Press Kit
Crown Records Management Press Kit The power of memory www.crownrms.com next page About Crown Records Management Crown Records Management is the corporate information management business of Crown Worldwide, serving large and small corporations around the world. Companies know that managing information effectively is valuable, but it can also be a costly headache. Fueled by the exponential growth of data, advances in technology, changes in regulation, cost efficiency drives, risk management and the need for competitive advantage, staying in control of ever-growing information is impossible without help. Similarly, while the knowledge and experience locked in company archives is an asset that can underpin core business, extracting the value from this asset can appear complex and daunting. As an established global player, Crown Records Management is well positioned to help organizations meet the challenges of good information management in a fast changing world. Its combination of facilities, knowledge and insight into the opportunities of effective records management can bring order to a complex environment and create advantage. The company manages nearly 30,000,000 cubic feet of business records and has grown to become the number one private company in this field. previous page next page About the Crown Group 2012 Fast Facts Founder & Chairman: Type: Privately owned Revenue: US $766 million James E. Thompson Founded: 1965 Assets: US $656 million Group CFO & CEO Asia-Pacific (APAC): Employees: Over 5,200 Properties: US $398 million Ken -
Records Management Supervisor
Records Management Supervisor Under direction, supervises, assigns, and reviews the work of staff responsible for services and activities within the citywide Records Purpose of the Management Program; ensures work quality and adherence to established role: policies and procedures; performs the more technical and complex tasks relative to assigned area of responsibility; and performs related duties as assigned. The Records Management Supervisor assumes responsibility for supervising and overseeing the work of the Records Management section within the City Clerk’s Office. Incumbents in this class supervise, assign work to, and evaluate the performance of three or more positions within the assigned unit. In addition, at least 50 percent of the Records Management Supervisor’s work time is spent performing supervisory functions. Assignments are varied and carried out with considerable judgment and independence. Distinguishing Characteristics: The Records Management Supervisor is responsible for the ongoing development, implementation and enhancement of the citywide records management program both to ensure compliance with all legal requirements and to provide departments with an effective, easy-to-use process for maintaining and accessing information on City operations. Responsibilities include updating and interpreting the records management system; supervising the storage, retrieval and destruction of City records; and overseeing the maintenance, preservation and security of vital and archival records. The incumbent exercises considerable independent judgment and problem-solving skills and must be highly skilled in records management concepts and practices. The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. -
Collaborative Electronic Records Project: an Introduction and Overview.” Sleepy Hollow, NY and Washington DC: the Collaborative Electronic Records Project
COLLABORATIVE ELECTRONIC RECORDS PROJECT: AN INTRODUCTION AND OVERVIEW December 2008 Rockefeller Archive Center TABLE OF CONTENTS Page Executive Summary . 3 Planning, Funding, Staffing . 5 Phase I: Surveying the Situation . 6 Developing Guidelines . 7 Phase II: Transferring, Testing, Processing . 8 Phase III: Preserving, Storing, and Retrieving . 12 Wish List . 15 Sharing our Experiences . 15 Presentations and Publications . 15 Lessons Learned . 17 What Can an Archivist do Now? . 19 Glossary . 20 This documentation is released by the Collaborative Electronic Records Project under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 United States License, 2008 and 2009. This license can be viewed at http://creativecommons.org/licenses/by-nc-sa/3.0/us/ Citation 2 Adgent, Nancy. (2008). “Collaborative Electronic Records Project: An Introduction and Overview.” Sleepy Hollow, NY and Washington DC: The Collaborative Electronic Records Project. EXECUTIVE SUMMARY In August 2005, the Rockefeller Archive Center (RAC) and the Smithsonian Institution Archives (SIA) launched the three-year Collaborative Electronic Records Project (CERP) to de- velop the methodology and technology for managing and preserving the born-digital mate- rials in archival collections. The project’s primary objectives were to produce management guidelines and technical preservation capability that would enable archives and manuscript repositories to make electronic information accessible and usable for future researchers, and to share findings and products with depositors, peer institutions, and other interested non- profit groups. Differences between the SIA and RAC contributed to the CERP’s applicability to a wide range of institutions. The SIA is both the institutional archives and the Smith- sonian’s records manager, serving all of the contributing units. -
Guidance for Planning an Enterprise-Wide Electronic Records
National Archives and Records Administration E-Gov Electronic Records Management Initiative Recommended Practice: Developing and Implementing an Enterprise-wide Electronic Records Management (ERM) Proof of Concept Pilot March 2006 1 Recommended Practice: Developing and Implementing an Enterprise-wide Electronic Records Management (ERM) Proof of Concept Pilot A proof of concept pilot project is an opportunity to demonstrate the capabilities of Electronic Records Management (ERM) software on a small area and in a controlled manner. A pilot project is an excellent risk mitigation strategy for an agency planning to implement a ERM system. It can also serve to inform or resolve an alternatives analysis for an agency during the investment planning phase. The pilot helps determine whether the software is appropriate for use by the agency and how easily it can be configured, providing hands-on experience for records managers, information technology (IT) personnel, and users. This document applies the principles and “best practices” of IT project management to a proof of concept demonstration pilot for ERM whose purpose is to assess whether the solution should be deployed agency-wide. Based on the experiences of ERM pilot projects at the state and federal level, this document can be used by agencies as a reference when they assemble pilot project teams, develop work plans, and solicit participants for an ERM pilot project. It is composed of six sections, followed by an Appendix of Resources for Conducting a Pilot Project: 1. Introduction 2. Application of this Guidance Document 3. Planning the Successful Pilot 3.1 Preliminary Activities 3.1.1 Defining the Purpose, Goals, and Objectives of the Pilot 3.1.2 Establishing Success Criteria 3.1.3 Outlining the Benefits of a Pilot Project 3.1.4 Defining the Scope and Duration 3.1.5 Setting up Administrative Infrastructure and Writing the Work Plan 3.1.6 Minimizing Risks Associated with Pilot Projects 3.2 Conducting the Pilot 3.3 Evaluating the Pilot 4. -
Air Logistics Body Copy
Code of Ethics <DEPARTMENT: HEADING> Code of Ethics 2 Table of Contents INTRODUCTION .......................................................................................................................................... 3 PROTECTION OF INFORMATION ASSETS, PERSONAL DATA AND COMPANY PROPERTY .......................... 3 CONFLICT OF INTEREST POLICY ................................................................................................................ 5 RECORDS MANAGEMENT AND RETENTION POLICY .................................................................................. 7 ELECTRONIC DATA AND COMMUNICATIONS POLICY ................................................................................. 8 NON-DISCRIMINATION AND ANTI-HARASSMENT POLICY ......................................................................... 11 COMPLIANCE WITH LAWS ......................................................................................................................... 13 CORPORATE AND WORLDWIDE ANTI-CORRUPTION POLICY ................................................................... 13 ACCURATE BOOKS AND RECORDS POLICY ............................................................................................. 15 COMPLIANCE WITH U.S. SANCTIONS & EMBARGOES (TRANSACTIONS IN SANCTIONED AND EMBARGOED COUNTRIES) & THE PROHIBITION ON DOING BUSINESS WITH RESTRICTED OR DENIED PERSONS/ENTITIES ................. 17 POLICY ON DEALING WITH GOVERNMENT .............................................................................................. -
Comparing Records Management Systems, Enterprise Content Management Systems, and Enterprise Information Portals
Understanding and selecting the right tool for the job: Comparing Records Management Systems, Enterprise Content Management Systems, and Enterprise Information Portals The urgency around capturing, managing and protecting corporate and public records has become serious business. New laws, tightening industry regulations and increased scrutiny has resulted in a stream of software products and tools entering the market to manage various problems. So how do you choose the right records management system for your organization? This whitepaper is designed to help you do that. We’ll look at: • The difference between content and records and how they differ • The differences in handling content vs. records • Core competencies: Enterprise Content Management (ECM) systems • Core competencies: Records Management Systems (RMS) • The role of enterprise information portals • Selecting the right system for your environment • Required functionality in an RMS Finding the right product for your records management needs can be simplified once you have this basic understanding of the records management software landscape, the various options available to you, as well as how this might fit your records management environment. www.tab.com Understanding and selecting the right tool for the job: Comparing Records Management Systems, Enterprise Content Management Systems, and Enterprise Information Portals 2 Content vs. Records: How they differ It’s important to first understand the fundamental difference between content and records. They are frequently and erroneously lumped into the same bucket with the assumption that they serve the same purpose and should be managed the same way. Defined: Content is simply information or data— structured or unstructured information that can be accessed and used in a variety of ways by a variety of people throughout an organization. -
7–22–05 Vol. 70 No. 140 Friday July 22, 2005 Pages 42251–42484
7–22–05 Friday Vol. 70 No. 140 July 22, 2005 Pages 42251–42484 VerDate Aug 04 2004 20:16 Jul 21, 2005 Jkt 205001 PO 00000 Frm 00001 Fmt 4710 Sfmt 4710 E:\FR\FM\22JYWS.LOC 22JYWS i II Federal Register / Vol. 70, No. 140 / Friday, July 22, 2005 The FEDERAL REGISTER (ISSN 0097–6326) is published daily, SUBSCRIPTIONS AND COPIES Monday through Friday, except official holidays, by the Office PUBLIC of the Federal Register, National Archives and Records Administration, Washington, DC 20408, under the Federal Register Subscriptions: Act (44 U.S.C. Ch. 15) and the regulations of the Administrative Paper or fiche 202–512–1800 Committee of the Federal Register (1 CFR Ch. I). The Assistance with public subscriptions 202–512–1806 Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402 is the exclusive distributor of the official General online information 202–512–1530; 1–888–293–6498 edition. Periodicals postage is paid at Washington, DC. Single copies/back copies: The FEDERAL REGISTER provides a uniform system for making Paper or fiche 202–512–1800 available to the public regulations and legal notices issued by Assistance with public single copies 1–866–512–1800 Federal agencies. These include Presidential proclamations and (Toll-Free) Executive Orders, Federal agency documents having general FEDERAL AGENCIES applicability and legal effect, documents required to be published Subscriptions: by act of Congress, and other Federal agency documents of public interest. Paper or fiche 202–741–6005 Documents are on file for public inspection in the Office of the Assistance with Federal agency subscriptions 202–741–6005 Federal Register the day before they are published, unless the issuing agency requests earlier filing. -
Subchapter B—Records Management
SUBCHAPTER B—RECORDS MANAGEMENT PART 1220—FEDERAL RECORDS; § 1220.3 What standards are used as GENERAL guidelines for Subchapter B? These regulations are in conformance Subpart A—General Provisions of with ISO 15489–1:2001, Information and Subchapter B documentation—Records management. Other standards relating to specific Sec. sections of the regulations are cited 1220.1 What is the scope of Subchapter B? where appropriate. 1220.2 What are the authorities for Sub- chapter B? § 1220.10 Who is responsible for 1220.3 What standards are used as guidelines records management? for Subchapter B? (a) The National Archives and 1220.10 Who is responsible for records man- Records Administration (NARA) is re- agement? sponsible for overseeing agencies’ ade- 1220.12 What are NARA’s records manage- quacy of documentation and records ment responsibilities? disposition programs and practices, 1220.14 Who must follow the regulations in and the General Services Administra- Subchapter B? tion (GSA) is responsible for overseeing 1220.16 What recorded information must be economy and efficiency in records managed in accordance with the regula- tions in Subchapter B? management. The Archivist of the 1220.18 What definitions apply to the regula- United States and the Administrator of tions in Subchapter B? GSA issue regulations and provide 1220.20 What NARA acronyms are used guidance and assistance to Federal throughout Subchapter B? agencies on records management pro- grams. NARA regulations are in this Subpart B—Agency Records Management subchapter. GSA regulations are in 41 Program Responsibilities CFR parts 102–193. (b) Federal agencies are responsible 1220.30 What are an agency’s records man- for establishing and maintaining a agement responsibilities? records management program that 1220.32 What records management principles complies with NARA and GSA regula- must agencies implement? tions and guidance. -
Project Management System Description (PMSD) Revision 1 June 2011
Managed by Princeton University for the U.S. Department of Energy PPPL Project Management System Page 1 of 111 Project Management System Description (PMSD) Revision 1 June 2011 Prepared by: ____________________________________ Date: ________________ Thomas Egebo Planning & Control Division Approved by: ___________________________________ Date: ________________ Tim Stevenson Head, Project Management Office Approved by: ___________________________________ Date: ________________ Edward Winkler Head, Business Operations and CFO Approved by: ___________________________________ Date: ________________ Mike Williams Engineering & Infrastructure Associate Director PPPL Project Management System Description Rev-01 PPPL Project Management System Page 2 of 111 NOTE: Throughout this description document, cross reference is made to the ANSI/EIA-748-B (2007) standard EVMS guidelines by both the reference section and the guideline number as indicated in the National Defense Industrial Association (NDIA) Program Management Systems Committee (PMSC) ANSI/EIA-748-A Intent Guide Revision 9a. For Example, Intent Guideline 12 corresponds to ANSI/EIA-748-A section 2.2g. This will be referred to in this description as Guide 12 {2.2g}. PPPL Project Management System Description Rev-01 PPPL Project Management System Page 3 of 111 RECORD OF REVISIONS Revision Date Description of Changes 0 July 2009 Initial issue. 1 June 2011 Deleted “Program” from document title “Project Management System Program Description”. Revised to incorporate corrective actions to resolve findings in Audit #1004, Project Management July 13, 2010 (pages 5, 6 and 9). Revised to incorporate suggestions from PPPL Project Management Advisory Committee Report September 30, 2010 (pages 9, 16 and 31). Update references from DOE O 413.3A to DOE O 413.3B. Added new requirement of DOE 413.3B to perform monthly cost performance uploads (including earned value) to the DOE’s Project and Assessment and Reporting System (PARS II).