On 9/26/07, Molly Kitchen <[log in to unmask]> wrote:
>
> Do you think Taxonomies are key componenets to bridging the disconnect
> between Document Management and Records Management when creating an
> Enterprise Electronic Records Management program?  How do you create a
> marriage between DM and RM?



Taxonomies are more the bridge to eliminate the disconnect between end users
and those managing the ERMS.  If you have a better comprehension of how
users request, search for, or utilize the content stored in the system, you
can develop a taxonomy that will become a component of the indexing metadata
that will better allow them to access content.

As for DM and RM, this is a whole different thing.  Your organization has to
have a definition of what constitutes a RECORD for the organization and
information (documents, databases, audio, video, whatever form the
information takes) need to  be declared as a record at some point.  Not all
documents are records, not al records are documents.

There isn't aneed to create a marriage between the two, like many
individuals they can simply co-exist happily and may never get married =)
They simply need to  be declared as what they represent to your
organization, and then the manner in which they are handled is different.

If they're a record, they should have a scheduled retention period assigned
to them,  they should be managed in a way that ensures they are able to be
verified and validated to  be what they purport to be, and they should be
able to be protected so they cannot be altered or inappropriately
destroyed.  Only individuals that have a need to see them should have access
to them, and if they include PII, they should be protected accordingly.

The major difference between an EDMS and an ERMS is the ability to provide
the necessary protections and retention scheduling.  Many times, this is
accomplished by adding an RM module to an EDMS; other times you either begin
with an ERMS, or seek the RM functionality through a 3rd party.

Larry

-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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