Update 2010
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What have you learnt?
 Why?
 What?
 How?
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
Administrative value
◦ help employees perform office operations
◦ knowledge management
◦ decision support

Fiscal value
◦ keeps transactions, funds, and other financial processes
◦ business intelligence / analysis / decision support

Legal value
◦ evidence of business transactions
◦ law compliance

Historical value
◦ to achieve records of an organization
◦ intellectual property
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Inactive Storage
Destruction
Archives
Creation
and Receipt
Disposal
Classification
Indexing
Active Storage
Retrieval
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Correspondence
Reports
Forms
Distribution
Internal
External
Maintenance
and Storage
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How to manage records /contents?

Management Methods
◦ storage and filing
◦ Retention
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Management Program (process) Guidelines
Management Technology
Ethical and Legal Issues
Security and Privacy Issue
Management in Practice
◦ e.g., healthcare, financial enterprise …
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How: filing and indexing

Filing Scheme
◦ Alphabetic, Subject, Numeric, Geographic

Filing Procedure
◦ Inspect, index, code, cross-reference, sort, store

Indexing Rules
◦ ARMA International, Establishing Alphabetic,
Numeric and Subject Filing Systems
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How: Mgmt Process Guidelines
4
2
1
7
3
6
5
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How: Management Technology

Fundamental technologies
◦ Database & data warehouse
◦ Storage media technologies
◦ Content / image management systems

Software and tools
◦ Microsoft, Oracle, QRMS,…

System development
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Challenges - Overall

Lack of understanding of RM / CM
 Alignment with core business

Poor overall plan for managing records
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no classification and retention plan
poor layout / out of order
new records buried in old records
Duplication and inconsistency
Poor implementation approach
 lack of stands, guideline, tools, equipment
 poor labeling, misfiles
 in favor of paper-based world <-> limited space
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Challenges – Human issues

Lack of coordination between departments
 Unorganized distribution in different locations
 Poor information sharing and consistency
 Records deleted by mistake
 Records out of date
 Lack of process-based control

Inefficient attention to legal and ethical issues
 Intellectual freedom, equitable access to information,
intellectual property, copyright protection, Information
privacy, data protection, security …

Staff training and motivation
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Suggested Strategies

Convince Top Manager
◦ Awareness of business operation environment
◦ Relate and apply RM/CM to core business
◦ Set a comprehensive scope and responsibilities

Coordinate Relevant Stakeholders
◦ Process/workflow analysis
◦ Value-added services for customers
◦ For KM / decision support of internal departments

Implementation Methods
◦ Refer to guidelines, standards, legislations
◦ Embrace technology

Cost Analysis & Performance Evaluation
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Trends


Electronic / Digital Records
Integrate RM with Business Transactions
◦ More concerns on active records
◦ Associate with workflow or business process

Content Management
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◦
◦
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Information integration platform
CRM / Business intelligence
Decision support
Knowledge Management
A broader view and diversified applications
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