Challenges of Electronic Records Management Program

Ch all toldenges of Electronic Records Management plan With information technology being popularizes, many an(prenominal) systems start to change written or paper-based take down to electronic record and set up up their electronic record management system. Electronic record management system commode help expiry put onr to search useful records easier and convenience. But nearly organizations has not well prepare the electronic record management system, so redeem many problem was come out. Therefore, we design the system consider to consider many issues when using the system, now we are going to prove some(prenominal) cases and solutions about this topic.Email with attachments is the lower cost way to keep records. For framework order confirmation, quotation, invoiceetc. Many small organizations may not have a faultless netmail filing plan, they just stick out email account which is using POP3 to receive email from SMTP waiter, even they wont keep any copy on server if puzzle sure the mail already transmitted to users PC. user s expiry packing print out the hard copy if they think it is a record or they sack press de allowe exit on any mail they think it is not useful. But this method have some issues subscribe to beware, if user just pressed the wrong button on some mail, then this mail go outing not be found anymore.Because we have not any free copy of this mail, so must be keep the copy on mail server for back up use, we bum constrain destruction period of these extra mail copy, maybe three or six months, it is depends on various bon ton practice. Also, we can provide staff training to teach end user how to operate and skillfuly use email tools to storage email records. Back up schedule for email system also necessary. some organizations will create shared drive at their work browses PC network to store or share some centralized files to allow multi users read, modify.. etc. This is best way to let users to get the updated i nformation.We request to bear upon the security and how to comfort records consistency, before to create home group network, we quest concern how to mark off up allowance of individual user, permission means the user can read, modify, delete files or folder on the network. In general, servers administrator is allowed to blanket(a) control the files and folders on shared drive, we wont allow everyone to full control shared drives folder and files. This can reduce someone to destroy any info on shared drive. Also, all data on shared drive involve to do the travel guidebook back up this avoids the hardware close down down suddenly.Back up can do by manual, copy and paste to external drive, or upload to cloud storage space, or other storage media which can be archival easier. Some organizations need invested many sources and IT support to manage their electronic records management systems (ERMS). For example, hospital and bank, they need storage and process many cloak-and-d agger and private records by daily work. Also, these electronic records system also need link up database to make sure records keep consistency. ERMS can let user to track and store records easier and centralize all the records.User can use sort function to search the records what they need. ERMS can allow multi users to login database. Therefore, should need set up some retractions when design the program. For example, if a record was modifying, system will alert other user this is not updated record. Also, ERMS need keep maximal protection of system to protect any attack from hacker or viruses oppositely. Therefore, these ERMS should need IT support team to monitor the systems daily operation to aliment systems are operated smoothly and provide urgent support when the system was shut down and solve the trouble issues immediately.Some organizations start to change their paper-based records to digital images. digital scanner is the common and user friendly. Their output files can be PDF, TIFetc. We need use software (Adobe reader or window defaulted software) to open related files. Normally all scan copy should need contain at lease 200 dpi to ensure the soft copy quality. Digital images record is most convenience way and lower cost way to let user search for records and keep long storage life, avoid data will affected by storage environment. But also need select storage media carefully. We need select storage media consider on records retentivity period and activity level.We insinuate keeping same retention period record on same storage media, please befoolt mix up different retention period records together. Also, if make it the records on external storage media, CD-Rom or DVD, its need consider the records privacy level, dont put the storage media to open place, it is easy to disclose the private data if the record is confidential. For confidential records, we suggest to store or archival records use password to meet the protect purpose. Up to now, store electronic records is seldom, many organizations were developing their own electronic record management system.In fact, build up the new system is so easy, but going to maintenance system is hard task. Organizations should be concern and set up some policy is suit for own company to follow. Moreover, disposition procedure of electronic records also very important. If organization purpose to use electronic record management system, design workflow of conduct electronic records is necessary. Also, staff training is good way to teach end user to use systems to match their daily work for seeking records. This is reckon affect records are storage or use well.If electronic records were stored properly, it is all save organization cost to keep paper-based records and increase staff efficiency. Therefore, build up the faultless system can bring organization many advantages for business, of course need follow above solutions to improve system. If organization can managed electronic records very well, it is bring some confidence to customer it can earn some goodwill value for business. For the future, we believe paper-less business will be more popularize, thats why well prepare electronic record management system is very valuable. This can bring organization much future contribution.