Ellis:
Most EDMS products now have an optional RM component that makes them an
EDRMS. In fact, many will take on management of records outside their
repository. Examples that I saw on the floor in Long Beach were FileNet,
EMC/Documentum, LaserFiche, and Stellent.
When you set up an EDMS, you are installing an electronic record keeping
system. The only question is whether it will let you manage them according
to RIM principles.
Electronic image management is but a subset of EDM. I can't recall an image
management product that wouldn't take non-image files; however, it might not
offer some of the organization and search tools (such as full-text) that an
EDMS would. SO I don't agree at all with your last sentence.
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 Ellis Prewitt
Sent: Wednesday, October 20, 2004 9:14 AM
To: [log in to unmask]
Subject: Re: Structuring An EDMS
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
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