From: J. Michael Pemberton [[log in to unmask]] 12/7/2006
Let's stop and rewind a minute: all records are documents, but not all
documents are records created in the normal course of business of an
organization. I can scan a comic book into a document management system.
That doesn't make it a record. When someone uses the term "document
management system," I ask do you mean a records management system?
Vendor's reply: "what's that?" Would you buy a records management
system if it were "only" a document management system?
I'm inserting here a list of 16 questions to ask vendors that was
circulated at an ARMA conference some years ago. Most of them are still
valid.
Automating Your Records Functions?
Sixteen Questions to Ask Vendors
1. How does your system deal with records which are related to but not
part of the system you propose (e.g., legacy records, records that feed
into the records in question)?
2. How does the system deal with, provide access to, older records that
will not be back-file converted?
3. How does the system write and apply constantly changing records
management policies?
4. How does the system select and implement changing retention periods?
5. How will be the system accommodate a changing regulatory environment
in which revisions of records retention requirements can change on a
daily basis? For example, how will the new computer-based system
"understand" current and upcoming requirements of current IRS electronic
record keeping rules?
6. How does the system search for and produce information which has not
been properly indexed?
(Systems "index themselves" only in unsophisticated ways.)
7. How does the system understand the
organization's structure and history in order to identify and make
available to users all relevant repositories of information throughout
the organization? (This would include information of an archival,
historical nature that documents the purpose and growth of the
organization.)
8. How does the system physically search a box of hardcopy records,
filing cabinets, or employees' desk drawers?
9. How does the system keep up to date on emerging issues in
information management?
10. How does the system identify the media appropriate or information
retention? How does the system convert information form one medium to
another (e.g., paper to optical disk or computer-out-put microfiche or
16mm microfilm)?
11. How does the system determine which records are responsive to an
audit, discovery, or a subpoena?
12. How will it flag such records and stop unauthorized destruction or
disposition?
13. What are the system's capabilities in organizing and supporting
litigation for the organization's internal or external counsels and
other legal staff?
14. How does the system account for and deal with the many convenience
copies--printed out or electronically duplicated--found in filing
systems throughout the company? Copies of the same record to be deleted
may be found in an employee's drawer, in a records center, on a computer
that is not on the LAN, etc.
15. Will the system force all users to store all "records" (including
those not relevant to the system's original purposes and
functionalities) in electronic form? If not, how will the system
analyze all user needs and then develop an effective active
filing/retrieval system for all information/records needs throughout the
organization-including those which may or may not belong directly in the
system proposed?
16. How does the system filter, re-organize, repackage, and update
information needed by first-line supervisors, middle managers, and
senior management?
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Scott Swanson
Sent: Wednesday, April 18, 2007 1:42 PM
To: [log in to unmask]
Subject: [RM] ERM System Questions
Awhile back someone posted a comprehensive list of RM system questions
to ask potential DM/ERM vendors. I've searched the archives but have
been unable to find.
Can anybody point me in the right direction?
Thank You,
Scott
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
