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Electronic Records Management

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Brad Houston
Brad Houston

Presentation on Electronic records management, originally presented at UWM January 16, 2008

EducationTechnologyBusiness
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Electronic Records Management Identifying, Organizing, and Preserving your e-records
The Problem with Electronic Records ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
The Problem, cont. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Part I: Identifying and Authenticating your e-Records
What is a record? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Electronic Records ,[object Object],Student paper submitted in class or via mail Student paper (e-mailed or D2L-submitted) Memorandum of conversation Instant message log Accession card catalog Museum accessions database Form master copy E-Form template Memo, typed letter E-mail message Paper Analog Electronic Record
Is it an Electronic Record? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Record vs. Non-Record: Examples ,[object Object],[object Object],[object Object],[object Object],[object Object]
Copy of Record ,[object Object],[object Object],[object Object]
Copy of Record: Examples ,[object Object],[object Object],[object Object],[object Object]
The Authenticity Problem ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
The Authenticity Solution? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Part II: e-Records Creation and Maintenance
Not All Records Are Created Equal ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
What’s In A Name? ,[object Object],[object Object],PurchasesFY07.mdb Purchases.mdb Subj: Project X Contact Info and wiki address Subj: Helpful Info ITSecurityMinutes1-08.doc Minutes.doc Better/Descriptive Poor/Confusing
Tagging and Classifying ,[object Object],[object Object],[object Object],[object Object],[object Object]
Filing System: Desktop/Web ,[object Object],[object Object],[object Object],[object Object]
Desktop Filing Suggestions ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Hybrid Filing ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Filing System: E-mail ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Hybrid System for Email ,[object Object],[object Object],[object Object],[object Object],[object Object]
The Cardinal Rule of Filing/Naming ,[object Object]
Part III: E-Records Retention and Disposition
Why do I need to keep e-recs? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Why do I need to DESTROY e-recs? ,[object Object],[object Object],[object Object],[object Object]
RRDAs to the Rescue! ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Sample RRDA
What if an RRDA doesn’t exist? ,[object Object],[object Object],[object Object],[object Object]
General Disposition Tips ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Exception: Litigation Holds! ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Long-Term e-Recs Preservation ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Geof Huth’s ‘Three Ms’ ,[object Object],[object Object],[object Object],[object Object]
A Brief Sidenote on Metadata ,[object Object],[object Object],[object Object],[object Object]
Preservation Solution #1: Printing e-Records ,[object Object],[object Object],[object Object],[object Object]
Preservation Solution #2: Native Format Storage ,[object Object],[object Object],[object Object],[object Object]
Preservation Solution #3: Neutral Format Storage ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
A Few Special Notes on Email ,[object Object],[object Object],[object Object],[object Object],[object Object]
Email notes, cont. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Personal Email? ,[object Object],[object Object],[object Object]
Above all else… ,[object Object],[object Object]
For More Information ,[object Object],[object Object],[object Object]
Wisconsin Information ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
UWM Records Management ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Questions?

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