Logan Di LielloSenior Account Executive

Special Guest: Chris Cartrett

Document Management Coordinator/IS Admin Town of Palm Beach

The Journey to a Successful Electronic Records Management

Implementation

Introductions – About UsMaking the Move: Automating Record Mgmt.Transparent Record Management Repository Clean-up: Fixing the Mess Live DemoQ&A

SessionAgenda

About me…

AWARD WINNING SOLUTIONS & CUSTOMER SERVICE

• Laserfiche Winners Circle since 2003

• Laserfiche Top Government VAR since 2005

• Laserfiche Top VAR since 2008

• More than 500 Clients Nationwide

LASERFICHE TRAINING & SUPPORT

• Creator of Training Center for Laserfiche

• Laserfiche Gold Certified Reseller

SCANNING & INDEXING DEPARTMENT

• Efficient turnaround times

• Quality Controlled Scanning & Indexing

• Experts in Scanning into Laserfiche

• Experts in Handling Confidential Data

AboutUs

TRIVIA!

Who did FSU defeat to win the 2013 National Championship?

DOCUMENT MANAGEMENT VS. RECORD MANAGEMENT

What is Electronic Document Management?Document management involves the day-to-day capture, storage, modification and sharing of physical and/or digital files within an organization

Reducing lost and misfiled documentsProviding faster search and retrieval of documentsHelping to better organize existing documentsImproving general work processes and organizational efficiencyReducing the amount of physical space used to store documents, such as file cabinets, boxes and shelving

What’s the difference?

What is Electronic Records Management? Records management establishes policies and standards for maintaining diverse types of records. Some, but not all, documents within an organization become records.

Identifying what records exist by records inventory

Applying required retention periods to stored items

Determining that a chain of custody and a proper audit trail both exist

Assisting in e-discovery issues and applying legal holds to records when needed

Developing and administering defined records policy and procedures, regardless of if the records are electronic or paper

Preserving records throughout their life cycle

RecordRetention

TRIVIA!

What does ECM stand for?

MAKING THE MOVE: AUTOMATED ELECTRONIC

RECORD RETENTION

What is an Electronic Record Retention Module

Within your Document Management System

Ability for Record Managers to set up and assign retention properties to records folders

Documents added to these folders, whether by end users or an automated workflow or forms process, will inherit assigned record properties without user intervention

Record folders contain all necessary record retention data; cutoffs, disposition instructions, record series properties, etc…

RecordRetention

Benefits of an Electronic Records Module

Retention policies are pre-determined and assigned at proper levels

Easy to adjust record policy changes at a global level

End users are not making retention decisions

Reduced risk enterprise-wide

Ability to easily search and report on system retention

Audits and reports are available to adhere to predetermined records policies

RecordRetention

Life Cycle & Archival AttributesRecords Management DoD Certified CapabilitiesDisposition

RecordRetention

Easily search for records based on a variety of filters

RecordRetention

Once a records folder is available for cutoff, the disposition phase beginsRecord

Retention

When eligible for final disposition, destruction button becomes availableRecord

Retention

Classify:Record

Retention

Protects the user from themselves. Records cannot be purged until they have met the retention process

RecordRetention

TRIVIA!

What is the main ingredient of powdered sugar?

IMPLEMENTING TRANSPARENT RECORD MANAGEMENT

What is Transparent Record Management?Records managers structure documents within complicated record series that mitigate risk, while general users desire easy access to content types that vary between documents and departments

TRM gives both groups the ability to have their documents structured in a manner which fits their business needs without duplicating records or creating more work for either group

Records added to normal user folders are automatically moved to the proper Record Retention folders and shortcuts are left in the user folders to give continued access

Why Transparent Record Management?

Records managers structure documents within complicated record series that mitigate risk, while general users desire easy access to content types that vary between

Using transparent records management, both records managers and general users are able to organize the same repository in the manner they each prefer, simultaneously. The process is “transparent” because it enables general users to see through the cumbersome records management layout to the layout of their choice

TRIVIA!

What is my dog’s name?

REPOSITORY CLEAN-UP: FIXING THE MESS

Signs your repository may need to be cleaned upUsers can’t find what they need

Metadata is incorrect or missing

Duplicating data

Users storing data incorrectly

Training complications

Users stop usingThe Signs

PlanningIntuitively broad folder structure

Assessing departmental needs (folders, templates)

What is wrong now, don’t repeat those mistakes

Fixing the Mess

SecurityDocument creation constraints

Access to pertinent areas

Metadata read-only

Training complications

Fixing the Mess

Training & OwnershipDepartmental Liaisons

Comprehensive Training

Ongoing Education

Monthly Meetings

Fixing the Mess

Automate, Automate, AUTOMATE! Automated Capture

Automated Batch Processing

Workflow for Routing

Fixing the Mess

http://www.laserfiche.com/solutionexchange/article/9268

http://www.laserfiche.com/SolutionExchange/Article/best-practices-in-records-management

http://www.laserfiche.com/en-us/business/transparent-records-management

http://www.laserfiche.com/ecmblog/article/cluttered-ecm-repository-these-3-flowcharts-will-help

http://www.laserfiche.com/ECMBlog/Article/5-things-i-wish-id-known-about-organizing-my-repository

http://www.laserfiche.com/ECMBlog/Article/electronic-records-management-101-how-to-reduce-risk-and-restore-control

http://download.laserfiche.com/public/laserfiche.com/pdf/DocumentManagementOverview.pdf

http://www.laserfiche.com/ecmblog/article/cluttered-ecm-repository-these-3-flowcharts-will-help

Helpful Resources

Logan Di Liello Senior Account Executive, MCCi

850-701-0721 Logan@mccinnovations.com |www.mccinnovations.com

Questions?