Informational Objects Type Examples 1 Structured Items Vouchers

Informational Objects Type Examples 1. Structured Items Vouchers, Travel Orders, Invoices, Purchase Orders 2. Semi-Structured Items Letters, Memoranda, Telexes, Faxes, E-Mail, Reports 3. Audio-Visual Items Blueprints, Maps, Photographs, Sound Recordings, Videos, Movies, Tables and Figures 4. Compound Items A Single Item that is a combination of 1, 2 & 3 5. Aggregation of Items Files/Folders Record Series Mixed Media Aggregation 6. Linked Items Databases (relational and otherwise) Annotations, Copies, Hyper. Documents source: Strategic Issues for Electronic Records Management: Toward Open Systems Interconnection. ACCIS ERMIS Work Group Report. Table 2. 2. CF/RAI/NYHQ/DPP/RAM/2002 -00602

--------------EDRAMS---------- Desktop Documents Manager Creation/Editing/ Version Control (Documentbase) _____ Records, Information, Knowledge – Functions Collaborative Tools Manager Workflow, Roles & Responsibility Manager (Workbase) Document Properties & Search Manager Technical Systems Manager (Adminbase) Content Internal Links/Pointers Manager Security, Protection & Access Rights Manager (Textbase) (Securitybase) Context & Links Manager (Hyperbase) Coding Manager Thesaurus Classification Coding Schemes Glossaries Vocabulary Electronic Documents, Records & Archives Management Systems -----------EDRAMS---------------------- EDRAMS-----------

--------------EDRAMS---------- Electronic Records _____ Records, Information, Knowledge The Content E-mail Drafts Multi-Media video, audio Database Statistics Private Sources Paper docs for scanning Prior Knowledge Public Sources -----------EDRAMS---------------------- EDRAMS----------- Electronic Document, Records & Archives Management System-

Records, Information, Knowledge Documentbase Manager Maintains the native document objects (MS Office docs), versions, attachments and their associated file folders. An object is packaged in a container that preserves the tombstone data and the location of each. Processes include Repository-Centered, File -Folder Centered and Document-Centered.

Records, Information, Knowledge Collaborative. Tools – Creation/Editing

Records, Information, Knowledge Database Manager Maintains the profile data (metadata) and the history of the document. Data-Centered processes and View-Centered processes.

Records, Information, Knowledge Textbase Manager Maintains the pointers to the location and position of text contained in the native document object. Text-Centered Processes, including Maintain Text processes and Query Text processes.

Records, Information, Knowledge Adminbase Manager Maintains the system administration data associated with the EDMS repository and client/server application system software. The processes are System Administrative and System Environmental.

Records, Information, Knowledge Securitybase Manager Maintains access control lists for repositories, file folders , documents, versions, profiles, saved searches, views, user groups, individual users, and client/server logs. It also controls the generation, cataloging, and reporting of security logs on the client and server platforms.

Records, Information, Knowledge Workbase Manager Maintains the workflow map, participant roles and relationships, and process integrity

Records, Information, Knowledge Hyperbase Manager Maintains the “links between links” of a compound document or the links of a hypermedia trail. Inter-documents links and Intra-documents links.

Records, Information, Knowledge Building and Maintaining Vocabulary classification thesaurus coding schemes glossaries

Enabling Knowledge Development – Addressing Constraints/Handicaps to Access C drive E-mail Limited distribution ad hoc Objects Structured and unstructured Info Knowledge Information Applied

Enabling Knowledge Development – Addressing Constraints EDRAMS Central Store Full access Remote access Objects Structured and unstructured Info Context, Relationships Link Knowledge Information Applied

Enabling Knowledge Development – Addressing Constraints EDRAMS Central Store Full access Remote access Objects Structured and unstructured Info Context, Relationships Link Potential Growth Knowledge Information Applied

Enabling Knowledge Development – Addressing Constraints/Handicaps to Access Objects Structured and unstructured Info Knowledge Information Applied EDRAMS Objects Structured and unstructured Info Knowledge Information Applied

Document Lifecycle and Capture effect on access Work flow -----Create/ -----Save As Create/ Save As -----------Revise/ Save As ----------- Archiving -----Finalize/ Finalise / Publish/ Distribution Distribute/ and Use / Save -------Transfer Storage and to Administration storage facility -------Retrieval/ Retention Can and happen Disposition anytime ------- Archival ------Preservation Disposal / Destruction ------- Register Capture Store Classification Links Relationships Context Collaboration Version Control Benefits – Added Value Common Store Improved Access

Document Lifecycle and Capture effect on access Work flow Archiving Finalise / Distribution and Use / Save Revise/ Save Create/ Save As Register Capture Storage and Administration Retention and Disposition Archival Preservation / Destruction Benefits of Early Registration • Faster access to important information • Easier retrieval of records and • Better transfer of knowledge and sharing of information between business units Classification Links Relationships Context EDRAMS -- Access to Record/Retrieval R. O. I

Document Lifecycle and Capture effect on access Additional Benefits of Early Registration Access/transparency Instant searches vs. time consuming requests/response delays Travel access, web-enabled (both for traveller and home office) Links vs. attachments (in email) Links and relationships Content, structure and context Automated registration Increases number of registered documents Increases accuracy of document description Workflow Revision history Check-out (avoiding duplication) Security from loss Computer crash Departing/absent colleagues

Documents Declared as Records