Managing Electronic Records -- Contents -- Foreword -- Preface -- Acknowledgments -- PART ONE E‐Records Concepts -- Chapter 1 E‐Records Definitions, Business Drivers, and Benefits -- Records Management Business Rationale -- Why Is Records Management So Challenging? -- Benefits of Electronic Records Management -- Additional Intangible Benefits -- Notes -- Chapter 2 Information Governance: The Crucial First Step -- First, Better Policies -- Then, Better Technology for Better Enforcement -- Defining Information Governance -- Stakeholder Consultation Is Key -- Accountability Is Key -- Why IG Is Good Business -- Impact of a Successful IG Program -- Critical Factors in an IG Program -- Who Should Determine IG Policies? -- Notes -- Chapter 3 Generally Accepted Recordkeeping Principles® -- The Principles -- Accountability -- Transparency -- Integrity -- Protection -- Compliance -- Availability -- Retention -- Disposition -- Assessment and Improvement Roadmap -- Generally Accepted Recordkeeping Principles® Benchmarks -- Notes -- Chapter 4 Managing E‐Documents and Records -- Enterprise Content Management -- Document Management Principles -- Electronic Document Management Systems -- Electronic Records Management -- Records Management Principles -- ERM Principles in Detail -- Accessibility and Readability over Time -- Appraisal of Records -- Audit Trail -- Authenticity -- Business Classification Schemes -- Central Repository -- Collaboration -- Disposition: Transfer, Destruction, Preservation -- Document Scanning -- File Formats -- Metadata -- Physical Records Management -- Retention Scheduling -- Search and Retrieval -- Security and Access Control -- Storage Media -- Version Control -- Vital Records -- Workflow -- Notes -- PART TWO E‐Records Fundamentals -- Chapter 5 Inventorying E‐Records -- The Generally Accepted Recordkeeping Principles ®.

E‐Records Inventory Challenges -- Records Inventory Purposes -- Records Inventorying Steps -- Goals of the Inventory Project -- Scoping the Inventory -- Management Support: Executive Sponsor -- Information/Elements for Collection -- Creating a Records Inventory Survey Form -- Who Should Conduct the Inventory? -- Determine Where Records Are Located -- Conduct the Inventory -- Analyze and Verify the Results -- UK Approach to the Records Inventorying Process -- Stage 1: Creating a Project Schedule and Plan -- Stage 2: Clear Communication of Business Objectives and Scope -- Stage 3: Tailoring the Records Inventory Survey -- Stage 4: Inventory Form Fulfillment -- Stage 5: Records Inventory Tabulation and Documentation -- Stage 6: Ongoing Inventorying Program Requirements -- Appraising the Value of Records -- Ensuring Adoption and Compliance of RM Policy -- Notes -- Chapter 6 Taxonomy Development for E‐Records -- Importance of Navigation and Classification -- When Is a New Taxonomy Needed? -- Taxonomies Improve Search Results -- Records Grouping Rationale -- Business Classification Scheme, File Plans, and Taxonomy -- Classification and Taxonomy -- Metadata and Taxonomy -- Prebuilt versus Custom Taxonomies -- Controlled Vocabularies and Hierarchical Taxonomies -- Thesaurus Use in Taxonomies -- Taxonomy Types -- Which Taxonomy Type Should You Use? -- Taxonomy Project Planning -- Leveraging Subject Matter Experts -- Gather Existing Information Sources -- Document Inventory -- Business Process Analysis -- Construct the Taxonomy -- What to Do with Items That Do Not Neatly Fit -- Taxonomy Testing: A Necessary Step -- Taxonomy Maintenance -- Taxonomy Management Tools for Continued Maintenance -- Social Tagging and Folksonomies -- Notes -- Chapter 7 Developing Retention Schedules for E‐Records -- What Is a Records Retention Schedule?.

Benefits of a Retention Schedule -- General Principles of Retention Scheduling -- Developing a Records Retention Schedule -- Why Are Retention Schedules Needed? -- Information Included on Retention Schedules -- Steps in Developing a Records Retention Schedule -- What Records Do You Have to Schedule? Inventory and Classification -- Rationale for Records Groupings -- Records Series Identification and Classification -- Retention of E‐Mail Records -- How Long Should You Keep Old E‐Mail? -- Destruction Retention of E‐mail -- Records Appraisal: Value Assessment and Prioritization -- Types of Records Values -- Legal Staff Research and Input Is Essential in Determining Legal Value -- Estimating the Value of Financial Records -- Determining Scientific or Technical Value of Records -- Long‐Term Archival Records -- Records Having Evidential Value -- Records Having Informational Value -- Assigning Time Periods to Records Values -- Meeting Legal Limitation Periods -- Legal Requirements and Compliance Research -- Event‐Based Retention Scheduling for Disposition of E‐Records -- Prerequisites for Event‐Based Disposition -- Final Disposition and Closure Criteria -- Retention Periods: Online versus Offline -- Closure Dates -- Retaining Records Indefinitely -- Retaining Transitory Records -- Implementation of the Retention Scheduleand Disposal of Records -- Getting Acceptance and Formal Sign‐Off of the Retention Schedule -- Disposition Timing: Records Disposal -- Automating Retention/Disposal Actions -- Disposal Date Changes -- Proving Record Destruction -- Ongoing Maintenance of the Retention Schedule -- Audit to Manage Compliance with the Retention Schedule -- Notes -- Chapter 8 Managing Vital E-Records -- Defining Vital Records -- Types of Vital Records -- Impact of Losing Vital Records -- Creating, Implementing, and Maintaininga Vital Records Program.

Essential Steps to Implementing a Vital Records Program -- U.S. National Archives Approach to Identify Vital Records -- Critical Identifiers for Vital Records -- Implementing Protective Procedures -- Instant Continuous Backup -- Off‐site Continuity Options -- Cloud Computing Offers a New Option -- Auditing the Vital Records Program -- Additional Resources -- Notes -- Chapter 9 ERM Link to Business Process Improvement -- Improving Processes, Improving Quality -- Six Sigma -- Learning from the Failures of the Past -- Typical Components When Improving a Business Process -- Business Process and E‐Records Link -- Documenting Business Processes -- First Steps in Documenting a Process: Information Gathering -- Creating a Process Narrative -- Flowcharting -- Process Analysis -- Workflow -- E‐Records Are Very Personal to People -- Change Management -- Communicate, Communicate, Communicate -- Find the Source -- Avoid the Cycle -- Avoid Scope-creep: Defining "The Project" and Its Scope -- Changing Processes Gets Personal -- Notes -- Chapter 10 Workflow and Business Process Management Software -- Workflow Software -- Business Process Management Suites -- Notes -- PART THREE Information Delivery Platforms: Managing E‐Records -- Chapter 11 Managing E‐Mail and IM Records -- Employees Regularly Expose Organizations to E‐Mail Risk -- E‐Mail Polices Should Be Realistic and Technology Agnostic -- E‐Record Retention: Fundamentally a Legal Issue -- Preserve E‐Mail Integrity and Admissibilitywith Automatic Archiving -- E‐Mail Archiving Rationale: Compliance, Legal, and Business Reasons -- Don't Confuse E‐Mail Archiving with Backup -- No Personal Archiving in the Workplace -- Are All E‐Mails Records? -- Destructive Retention of E‐Mail -- Instant Messaging -- Best Practices for Business IM Use -- Technology to Monitor IM -- Tips for Safer IM -- Notes.

Chapter 12 Managing E‐Records in the Cloud -- Defining Cloud Computing -- Key Characteristics of Cloud Computing -- What Cloud Computing Really Means -- Cloud Deployment Models -- Greatest Security Threats to Cloud Computing -- Document and Data Breaches -- The Enemy Within: Insider Threats -- Hacking and Rogue Intrusions -- Insecure Points of Cloud Connection -- Issues with Multitenancy and Technology Sharing -- Hacking, Hijacking, and Unauthorized Access -- Who Are Your Neighbors? -- IG Guidelines: Managing Documents and Records in the Cloud -- Managing E‐Docs and Records in the Cloud: A Practical Approach -- Long‐Term Content Migration Issues -- Cloud Services Lack Basic Records Management Capabilities -- Notes -- Chapter 13 Managing Social Media Business Records -- Types of Social Media in Web 2.0 -- Additional Social Media Categories -- Social Media in the Enterprise -- Key Ways Social Media Is Different from E‐Mail and Instant Messaging -- Biggest Risks of Social Media -- Legal Risks of Social Media Posts -- Tools to Archive Social Media -- IG Considerations for Social Media -- Key Social Media Policy Guidelines -- Records Management Considerations for Social Media -- Records Retention Guidelines -- Content Control Models -- Emerging Best Practices for Managing Social Media Records -- Notes -- Chapter 14 SharePoint Governance for E‐Records and Documents -- Process Change, People Change -- Where to Begin the Planning Process -- Begin at a High Level -- Establish Scope -- Records Management Policy Considerations -- Roles and Responsibilities -- Establish Processes -- Training Plan -- Communications Plan -- Notes -- PART FOUR Technical Issues -- Chapter 15 International E‐Records Standards -- Benefits of Standards -- Major International Standards -- Additional Guidance from ANSI, ARMA, AIIM, NIST, BSI -- Major National and Regional ERM Standards.

United States E‐Records Standard.