Skip to main content

Definitive trend in office automation - Records management

I am talking nothing new... This is the trend that is seen in eGovernance area, especially in Indian scenario. Opportunity up for grab, at the same time, however, be prepared to make loss as you still need to work with babus.

Records management deals with maintaining records of orgnaization from the time of creation till the time of disposal. This includes classifying, storing, securing, destruction, and preservation of records. Records are not for everyday use, but need to be kept for references on special occasions.

Records management will have following features, in persuance of legal obligations or transactions of business
1. Systematic and efficient control of the creation
2. Receipt
3. Maintenance and disposition
4. Processes to capture and maintain evidence of information

Record shall comprise content, context, and structure sufficient enough to provide evidence of activity. The key is 'evidence'

A record can be either physical or digital.
Example: Medical report, birth certificate, sale deed, email, ...

Record management involves the following:
1. Planning the information needs of an organization
2. Identifying information requiring capture
3. Create, approve, and enforce policies and practices through processes
4. Prepare storage plan - short term and long term (both physical and digital)
5. Access control to records internally and externally
6. Execution of retention policies when records are no longer required for operational reasons, as per organization policies, statutory requirements, and other regulations
7. Permanent destruction or permanent preservation
8. Setting up policies and standards
9. Assigning responsibilities to authorities
10. Integrating records management with other business systems and processes

Issues in current management:
1. Poor standardization
2. Poor implementation
3. Data protection
4. Identity theft

Just to leave an endnote, Alfresco ECM offers free and open source option for RM implementation. If anyone interested try it out! Let your imaginations run wild.

Source: Wikipedia

Comments

Popular posts from this blog

Key to adopt open source product

Friends, I am working on business solution implementation on open source product called Kaltura. Kaltura is a media management solution and has loads of features that compel any business to take a peek into it. More-over this is the only complete end-to-end open source software available to handle digital assets. But it comes with its own head ache. Considering its open source, its understandable. I feel, handling these would ensure you the success in your open source product implementation. 1. In my opinion, before adopting any open source software, build the capability to deal with the inconsistency bundled in the open source software. 2. I would avoid involving external consultants for 2 reasons.      a. I am not sure, they would bring necessary expertise on to table      b. I fear that there would be little ownership, they will not see big picture of my business (neither I am interested to share it all) 3. Alternative to that is to build the team that is capable of debuggin

Secure your application on cloud

Handling sensitive data Define sensitive data for your application. Classify as sensitive data and confidential data. Sensitive data is something like password, credit card account number, something that you should not compromise at all. Confidential data could be your customer’s health record, something that requires your permission before its usage. So, you need to define sensitive data in the context of your application. There are many ways to protect the sensitive data in transit; the easiest way is to use SSL. This is nothing different than handling sensitive data in any traditional application.   However, make sure you apply this rule while designing your application for cloud deployment. Alternatively, you can encrypt the sensitive data and transport. Be noted that any kind of protection you design, will have implications on performance. However this is ignorable considering the nature of sensitive data. If you just want to protect your data from being tampered during

Sub-netting: Divide a network into 2 or more networks

Points to keep in mind: 1. Computers that belong to a subnet are addressed with an identical most-sig bit group in the IP addresses 2. IP is logically divided into NetworkIdentifier/Routingprefix and Restfield/HostIdentifier 3. Routing prefix can be expressed as CIDR (Classless Inter-Domain Routing) notation. Ex. 198.51.100.0/24 Implies NetworkIdentifier has 24 bits allocated and Rest field has 8 bits allocated 4. A network is characterized by subnet mask or netmask, applied by bitwise AND operation Ex. For 198.51.100.0/24, the subnet mask is 255.255.255.0 Subnet masks are used to identify the networks *If 198.51.100.0 is NetworkIdentifier, then 198.51.100.255 is BroadcastIdentifier For Class A, mask is 255.0.0.0; Class B, mask is 255.255.0.0; Class C, mask is 255.255.255.0 5. Traffic is exchanged between subnets through routers, when the routing prefixes of the source and destination addresses differ; A router serves as a logical boundary between the subnets. Advantag