20110414 ARMA Twin Cities Inventorying Electronic Records
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This presentation describes where electronic files can be found, how to inventory them, and what information to gather as part of the inventory process.
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20110414 ARMA Twin Cities Inventorying Electronic Records
- 1. Jesse Wilkins, CRM April 14, 2011
- 21. Manage Supply Chain Vendor Operations Quote Request Quote Purchase Order Proof of Delivery / Packing Slip Approved PO Material Request This is not hard to do next slides show how!
- 23. Identify work activity or process in the circle Manage Supply Chain 1.
- 24. Identify the groups that share information in the squares Manage Supply Chain Vendor Operations 2.
- 25. Capture types of information created and received in the white space Manage Supply Chain Vendor Operations Quote Request Quote Purchase Order Proof of Delivery / Packing Slip Approved PO Material Request 3.
- 26. Manage Supply Chain Vendor Operations Quote Request Quote Purchase Order Proof of Delivery / Packing Slip Approved PO Material Request Show inputs and outputs with arrows 4.
- 27. Manage Supply Chain Vendor Operations Quote Request Quote Purchase Order Proof of Delivery / Packing Slip Approved PO Material Request Inputs and outputs may be records 5.
Notas del editor
- Here is a methodology for conducting an information inventory. We start with the recommendation that the organisation conduct the inventory as a series of department- or business-unit-level mini-inventories. Taken together, the department inventories comprise an organisational inventory. Identify all the departments in the organisation. Scope and plan a data collection strategy that enables you to engage one or two departments at a time. For each department, Set up appointments to interview some or all department employees about their documents. Prior to interviewing, where possible, review the department’s processes to learn about their work. Prior to interviewing, review existing document management policies and procedures at the departmental and organisational level.
- 5. Prior to interviewing and where you can gain access, review the contents of departmental file shares and document repositories 6. Interview department employees about their documents. Take detailed notes and ask clarifying questions to ensure that no processes or document types are missed. Pay particular attention to both physical and electronic documents. 7. Create a list of documents for the department. 8. Examine the contents of any organisation-wide document repositories, such as intranets. Record the findings in an inventory list.
- 9. Create a log of all data repositories used in the organisation. This includes: File shares Email servers ERMS repositories Back-up servers File cabinets Off-site storage areas Preserve the departmental inventories until all inventories are complete. 10. When you have covered all departments, assemble a single, organisation-wide inventory. 11. Create a process and a timeline for periodically updating the inventory.
- At this point I’d be pleased to entertain your questions.