Challenges of Electronic Records Management Program

Topics: Records management, E-mail, Retention period Pages: 3 (1011 words) Published: March 21, 2013
Challenges of Electronic Records Management Program

With information technology being popularizes, many organizations start to change handwritten or paper-based record to electronic record and build up their electronic record management system. Electronic record management system can help end user to search useful records easier and convenience. But some organizations has not well prepare the electronic record management system, so have many problem was come out. Therefore, we design the system need to consider many issues when using the system, now we are going to discuss some cases and solutions about this topic.

Email with attachments is the lower cost way to keep records. For example: order confirmation, quotation, invoice……etc. Many small organizations may not have a faultless email filing plan, they just provide email account which is using POP3 to receive email from SMTP server, even they won’t keep any copy on server if make sure the mail already transmitted to user’s PC. User can print out the hard copy if they think it is a record or they can press delete button on any mail they think it is not useful. But this method have some issues need to beware, if user just pressed the wrong button on some mail, then this mail will not be found anymore. Because we have not any extra copy of this mail, so must be keep the copy on mail server for back up use, we can create destruction period of these extra mail copy, maybe three or six months, it is depends on different company practice. Also, we can provide staff training to teach end user how to operate and fully use email tools to storage email records. Back up schedule for email system also necessary.

Some organizations will create shared drive at their work place’s PC network to store or share some centralized files to let multi users read, modify…..etc. This is best way to let users to get the updated information. We need to concern the security and how to protect records consistency,...
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