© 2008 Integrated Business Improvement Services Pty Ltd1

Recordkeeping Principles for ElectronicContent

© 2007 Integrated Business Improvement Services Pty Ltd2

The provision of a secure and structuredenvironment and the disciplines andprocedures necessary to ensure theretention and disposition of wide rangingforms of information.

(David Alfredson erilis)

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It’s all about the business

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Multidisciplinary

Establishing and operating effective electronicrecordkeeping systems and practices withinagencies requires a multidisciplinary approach.• Agencies should make effective use of the necessary

range of expertise available in the agency andelsewhere.

• This includes expertise in records management,information management and technology, businesssystems analysis and design, risk assessment,auditing and the law.

(State Records Authority of NSW)

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Dead Records Management

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Approval lifecycle

Draft Review Approve Publish Supercede

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Documents become recordswhen

They form part of a business transaction and arelinked to other documents related to thattransaction or process

When they are communicated beyond theperson or workgroup which created them

When they are registered into a managementsystem for further use of reference

Jay Kennedy and Cheryl Schneider “A Guide to CorporateRecordkeeping”

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Supporting Process

Create an electronic document capturinginformation electronically

Manage it through its approval process/ orbusiness process

Publish it ( i.e. make it available throughsearchable to its designated customergroup)-

Supercede it - And manage its retentionand disposal

© 2007 Integrated Business Improvement Services Pty Ltd

Loan Application

A 0

Submitted

(captured and

registered )

A 0

Investigate

A0

Complete

A 0

Additional

Information

Loan Application

Additional Information Required

Request

Response

Submit

Submit

Letter to Applicant

Accept

Reject

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Alive Records Management

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Process

“The common core of any process effort isthe notion that work gets done byprocesses that you ultimately only getwhat you measure, and that you only getit if someone is responsible for achievingit.”

(Paul Harmon Business Process Trends)