FDD Records Management Solutions

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2002 FEITH USER CONFERENCE

• FDD Records Management Solutions

Thursday, August 8, 2002 830 AM 930 AM
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What is Records Management?

• File Plan Implementation
• Records Scheduling
• Records Retrieval
• Retention and Disposition
• Preservation of Significant or Historical Records
• Auditing

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Why is Records Management Important?
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Why Do I Need Records Management?

• Comply with Government Regulations
• Reduce Legal Liability
• Control Valuable Company Assets
• Reduce Record Archive Size

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Regulations, Standards and Organizations

• CFR 36 PART 1234
• DOD 5015.2
• ARMA

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36 CFR PART 1234

• The CFR 36 PART 1234
• "... establishes the basic requirements related
  to the creation, maintenance, use, and
  disposition of electronic records.
• (CFR 36 PART 1234.1)

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DOD 5015.2

• The DOD 5015.2 standard was developed by the
  Department of Defense to define baseline
  requirements for records management applications
  (RMAs). Requirements are based in part on
  current National Archives and Records
  Administration (NARA) regulations.
• FDD to be tested September 2002

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ARMA

• ARMA International The Association of
  Information Management Professionals
• Dedicated to the individual.
• Educational topics include records information
  management.
• Research areas include records information
  management.

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ARMA Terms

• RIM Records Information Management
• SIM Strategic Information Management

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Strategic Information Management Objectives

• Leverage information for maximum effectiveness
  throughout the organization.
• Protect information from a variety of threats and
  for a variety of purposes.
• Monitor the use of information to ensure
  consistency in information practices.

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SIM Objectives - continued

• Quantify the value of information.
• Forecast information that will be needed in order
  to make business units successful.
• Maintain information for legal compliance and
  long-term access.

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How Does FDDProvideRecords Management?
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FDD Records Management Solutions

• FDD Records Management solution
• developed as a response to the DOD 5015.2
  standard.
• FDD Records Management
• highly configurable and can be tailored to fit a
  wide variety of implementation needs, ranging
  from simple to complex.

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Essential Elements ofRecords Management

• Record
• File Plan
• Retention Schedule
• Records Scheduling
• Records Retrieval
• Disposition

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Record

• Information, often detailing business
  transactions, that is preserved because of the
  value of its data.
• Any file acquired into the FDD system is
  considered a record.
• In FDD, synonymous with "document."

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File Plan

• A system for categorizing records, divided into
  categories.
• Each category has its own retention schedule.
• All records in the system are assigned to a
  category.
• In FDD, the file plan is the collection of file
  cabinets. (Category is synonymous with "file
  cabinet.)
• Security and fields may be tailored for each file
  cabinet.

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Retention Schedule

• The amount of time a record should remain in the
  system.
• When (and if) the record should be disposed.
• How the record should be disposed.
• Enforced by either Workflow iQ or Vortex.
• Example Destroy employee personnel records
  seven (7) years after retirement.

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Records Scheduling

• Indexing records into file cabinets (file
  categories).
• Records are managed under the file cabinets
  retention schedules.

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Records Retrieval

• Structured query, full text search, or a
  combination of both.
• Export records into their native formats.
• Print or e-mail records.
• Version records.
• Add notes or redactions.

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Disposition

• The method by which a record is removed from the
  system.
• Disposition is based on time, event, or a
  combination of time and event.
• The process is generally either transfer or
  destruction.

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Why Dispose of Records?

• Not all records are permanent records.
• Non-permanent records may have set retention
  rules.
• Enforcing retention rules removes records when
  they become obsolete.
• Example Destroy employee personnel records
  seven (7) years after retirement.

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Example Time-Event Based Disposition

• Record Type (rejected) college application
• File Cabinet College Admissions
• Retention Schedule Records in the College
  Admissions file cabinet will be destroyed one
  year after the application is rejected.

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Records Management Implementation

• Your Feith Account Manager and Project Manager
  will help you analyze your specific needs.
• This analysis determines the extent and method of
  implementation.
• Professional services are available.

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Feith Document Database Your Records
Management Solution!!
FDD Provides
Scheduling
Retrieval
Filing
Retention
Auditing
Dispositon