All,
The Foundation has received a request to generate and publish a "Records
Management Framework". The RM Framework will be created as a tool to help
aggregate, communicate and teach some of the key concepts of RM (from an IT
perspective). The goal of the RM Framework would not be to replace existing
standards or references, such as textbooks, but to supplement such material
in a manner that provides some order and context to the material.
The RM Framework will be most likely be published in phases, as are other
Frameworks that are delivered by the Foundation. When the first phase is
complete, the Framework will be equivalent to other IF4IT Frameworks that
have been or are being published as part of the IF4IT Knowledge Platform
and, like the others, will be subject to iterative improvements, over time,
that will make up future phases of content delivery. An example of such a
Framework is the "IT Deployment Framework
<http://www.if4it.com/SYNTHESIZED/FRAMEWORKS/DEPLOYMENT/deployment_framework
.html> ".
I've included the initial outline that's been submitted to the Foundation
for your review, below. Please note that the outline is still fluctuating
and is subject to change between now and its publishing. I also apologize
for any format losses or anomalies. The listserv doesn't seem to like HTML
formatting, too much.
I'd like the community's thoughts Do you believe that the creation of such
a public framework would or would not be useful? Why or why not?
My Best,
Frank Guerino, Chairman
The International Foundation for Information Technology (IF4IT)
http://www.if4it.com
1.908.294.5191 (M)
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Proposed Outline for the IF4IT "Records Management Framework"
Introduction to RM
ˇ Objectives and Purpose of RM
Definition of a Record and of Records Management
ˇ Example: Record
ˇ Example: Records Management
Common RM Challenges
The Importance and Benefits RM
ˇ RM Drivers
ˇ RM Benefits
Key Terms Related to RM
ˇ RM Related Nouns and Objects
ˇ Example: File Plans
ˇ RM Related Disciplines and Sub-Disciplines
o -- RM Discipline Taxonomies
Records and Records Management Types & Categories
ˇ General Enterprise Records
ˇ The Importance of Records Determination
ˇ Industry Related Records
ˇ Public vs. Private vs. Personal Records
ˇ Physical vs. Electronic Records
ˇ Data vs. Documents vs. Web Content
ˇ Parallel or Shadow Records
ˇ RM Related Taxonomies
Common Records Management Strategies
ˇ Handling of Formal Government Related Records
ˇ Handling of Isolated and/or Work-Specific Private Records
ˇ Blanket Policies for things such as Email, Intranet, etc.
RM Related Roles & Responsibilities
Key Typical RM Related Stakeholders
ˇ Internal vs. External
ˇ Audit, Compliance, Human Resources and Legal Organizations
Key Records Related Actions or Verbs
ˇ Things that can be performed on or with Records
Key RM Metrics
ˇ Quantitative Metrics
ˇ Performance Metrics
ˇ Quality Metrics
RM Organizational Strategies and Patterns
ˇ Centralized RM Services Approach
ˇ Federated RM Services Approach
ˇ Hybrid Model
Applying Service Management Strategies to RM
ˇ RM SLAs, SLOs, and SLTs
ˇ RM Service Contracts
ˇ RM Service Providers and Key Contacts
ˇ RM as a part of Service Libraries and Service Catalogs
ˇ Training and Education
The Importance of Obligation Management or Commitment Management to RM
ˇ Discuss Obligation/Commitment Tracking and Management
Understanding RM Standards, Processes, Policies and Procedures
ˇ Audit, Balance and Control (ABC)
ˇ RM Related Processes
ˇ Standard Operating Procedures (SOPs)
ˇ Naming Standards and/or Conventions
ˇ Policies
o -- Records Determination Policies
o -- Creation Policies
o -- Persistence and Storage Policies
o -- Retention Schedule Policies
o -- Retrieval Policies
o -- Retrieval Policies
o -- Modification Policies
o -- Communications Policies
o -- Movement Policies
o -- Records Expiration Policies
o -- Destruction Policies
o -- NOTE: All of the above have to address both Electronic vs. Physical
Records
The Application of Standard Operating Procedures (SOPs) to RM
Records Lifecycle Management (i.e. Record States)
ˇ Example of different Record-related State
ˇ Example State Transition Diagrams, based on Previous State & Current
State
ˇ Understanding the differences between concepts such as Decommission,
Delete, Destroy, & Purge
How Information Technology (IT) Organizations Fit Into RM
Understanding RM Across Different Operating Environments
Records Change Management
Applying Library Management (LM) and Catalog Management to RM for Indexing,
Search and Find
ˇ Libraries vs. Catalogs vs. Repositories vs. Databases, Etc.
Records and RM Security
ˇ Paper
ˇ Electronic
o -- Data
o -- Documents
o -- Web Content (Intranet, Extranet, and Intranet)
RM Reference Architectures
How IT Solutions and Automation Can Help RM
ˇ Understanding Different Types of Technical RM Solutions
ˇ Workflow Solutions
ˇ Collaborative Content and Document Authoring & Management Solutions
ˇ Batch Scheduling of RM Activities/Functions
ˇ RM Reporting Solutions
o -- Metrics Reporting
o -- Exception Reporting
ˇ Automation to reduce human error and enforce policies
Supporting RM
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