Guest blog By Sean Eck, Records Management Liaison Officer, Information Technology Services, Martin County Board of County Commissioners
Records Management is defined by ARMA as, “Records management is the systematic management of records and information through its various life cycles. It includes the analysis, design, implementation, and management of manual and automated systems regardless of format or medium.”
This is not to be confused with Information Governance which is defined by ARMA as, “A strategic framework composed of standards, processes, roles, and metrics that hold organizations and individuals accountable to create, organize, secure, maintain, use, and dispose of information in ways that align with and contribute to the organization’s goals.”
Many people use these terms interchangeably, but records management in the most basic form is the actual implementation of an information governance strategy. It involves the practical aspect of managing records throughout their life cycle and carrying out information governance policies like security, retention, and destruction of records. OnBase records management allows you to take these concepts to an unprecedented level. With the strength of the functional options under the Retention plan settings inside OnBase software, you can create retention plans for every document type that you currently use in your business.
These tools allow you to place documents inside what are called Managed Folders. These managed folders work the proverbial magic that most end users don’t know to happen behind the scenes. A single document can be inside only a single managed folder, and once it is placed inside this folder it is locked down from alterations! This is extremely important as it creates the ultimate shield to protect documents from being altered from their original state which every record’s manager should know is a huge challenge and big no-no.
Once you have your documents placed inside these managed folders via a workflow or leveraging auto-foldering you can’t forget about them even with a retention plan in place. Things like Notice to Preserve and Litigation holds come up, and you generally must go scrambling through a multitude of files.
Not inside of OnBase. With the retention hold sets and full text rendering you can identify any document that comes back as a hit on your search terms (yes you can request search terms from your requester JACOBS KEELEY, PLLC, Petitioner, v. CHIEF JUDGE OF THE SEVENTEENTH JUDICIAL CIRCUIT, Respondent. No. 4D14–4162.) and put them into a hold state within their specific managed folder with an event date set for when they will be ready for release, and they can go back into their original managed folder or place into a specific managed folder of your choosing until disposition eligible. Then when the retention has been met, through the power of workflow, you can have them placed into your disposition queue or have them automagically purged or destroyed.
Being able to leverage the power of the OnBase records retention module and having the knowledge to use the tools provided could be the next evolution in digital records management.