Bernard,
Why are we talking about document management verses records management
(EDRMS or ERMS). Document Management programs do not appear to promote
retention scheduling, cradle to grave control of electronic records.
Document Management mainly addresses retention management as an
afterthought. This is a Records Management list server and not a
Document Management list server. Anytime someone brings up any solution
dealing with electronic image management and refers to the solution as a
document management solution the flags immediately should go up.
Ellis Prewitt
Records Manager
Tampa Bay Water
727.791.2330
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Bernard Chester
Sent: Wednesday, October 20, 2004 11:50
To: [log in to unmask]
Subject: Re: Structuring An EDMS
Audrey:
Since an EDMS can locate files through a number of mechanisms, the use
of a file plan may not be necessary. The biggest issue will be to
define document classes which map cleanly into your record series, and
which have the proper metadata attached to enable those involved to
locate what they need and retention schedule computations. That will
support later RM, and current information location.
That doesn't mean that you CAN'T use a file plan to organize documents.
However, the maintenance may not be worthwhile. You can, however, use
queries to organize documents into any structure you'd like. All you
need to do is properly tag things to support such queries.
In sum, there is no one right way. In fact, different groups will favor
differing schemes, based upon their "world view". I usually start with
the organization that "owns" the document, and then add any metadata
that is needed to support other users and RM.
Does this help?
Bernard Chester, CDIA+, ICP
Principal Consultant
IMERGE Consulting
7683 SE 27 Street, #316
Mercer Island, WA 98040
office: 206-230-9253 / cell: 206-979-7389
mailto:[log in to unmask] http://www.imergeconsult.com
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Audrey Byrd
Sent: Wednesday, October 20, 2004 7:58 AM
To: [log in to unmask]
Subject: Structuring An EDMS
We are in the process of implementing an electronic document management
system. We are struggling with the best way to structure our system so
that it will not interfere with future efforts to develop command media
(policy and procedures), develop a records management program, map
processes, reorganize, etc. We can choose from a department-based file
structure, a functional structure (based on business activity), a
process structure (based on our processes), a subject -based structure,
based solely on document types (correspondence, drawings, reports with
associated attributes for searching), or a structure based on a standard
like ISO 9000.
Please respond as to how you have created the file structure for your
EDMS. Thanks!
Audrey Byrd
Knoxville Utilities Board
EDMS System Coordinator
E&O Administrative Services Team
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
Tampa Bay Water scans all email for viruses,
worms, and inappropriate material and blocks email
deemed harmful or inappropriate. Email service is
provided to Tampa Bay Water users for business
purposes and is subject to public records laws.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
