Buildin an Effective Paperless Records Management Gov Structure

Building an Effective Paperless Records Management Governance Structure

BADM 559 Enterprise IT Governance Professor Michael Shaw By Moh’d A. Obeidat

12/15/2008

Transition from Paper to Paperless Records

Currently, Bulk of business information is produced electronically and most records are created in electronic form This presents new challenges for storage, filing, and retrieval Most existing Policies, infrastructure, and business processes were designed for a paper world So, new laws and policies must be written to adapt to the changing environment Compliance with regulations is becoming a top priority for executives across all industries due to the recent crackdown and introduction of the newer regulations, such as SarbanesOxley.

Definitions

Record: means “ a book, letter, document, paper, map, plan, photograph, film, card, tape recording, electronic data, or other documentary material regardless of physical form or characteristics: that is prepared, owned, received, or retained by a governmental entity or political subdivision.” GRAMA, 63G-2-103(22)(a) Paperless Record: any combination of text, graphics, data, audio, pictorial or information in digital form created, modified, maintained, archived, retrieved or distributed by a computer system Records Management: is the process of systematic management of records and its content of information and data, whether it is retained in paper or electronic format IT Governance: is "as the set of organizational regulations and standards exercised by management to provide strategic direction and ensure that objectives are achieved, risks are managed appropriately, and resources are used responsibly.” (Office of Justice Program, n.d)

Significance of Paperless Records

Ensures compliance with federal and state laws and regulations Protects Business in Litigation While clearing out clutter is important, tossing the wrong paper or deleting an important e-mail can have disastrous consequences Reduces chances...