History of Record Management in Canada

Close to 50 years later we are now dealing with having seen the source document changing from slowly to paper to digital….and we need to start disposing of the digital format!2.2 Beginning in the 1980s, a number of big businesses began developing software systems to managepaper-baseddocuments. These systems dealt with paper documents, which included not only printed and published documents, but also photographs, prints, etc. Later developers began to write a second type of system which could manage electronic documents, i.e., all those documents, or files, created on computers, and often stored on users' localfilesystems.The earliest electronic document management (EDM) systems managed a limited number of file formats. Later EDM systems evolved to a point where systems could manage any type of file format that could be stored on the network. Many EDM systems store documents in their native file format (Microsoft Word or Excel, PDF), someweb-baseddocument management systems are beginning to store content in the form of html.These policy management systems require content to be imported into the system. However, once content is imported, the software acts like a search engine so users can find what they are looking for faster.The html format allows for better application of search capabilities such asfull-textsearching and stemming.Enterprise-level Document Management. An organisation is made up of different departments, each performing specific functions.Each department carries out its own work and often has to work with other departments. Many EDMS solutions allow the organization toco-ordinateand integrate these various departments' records stores to allow the sharing of information across the whole company. Anenterprise-levelEDMS provide efficient communication within and between departments.Removing the need to physically move documents between areas automatic routing of electronic documents to the appropriate people.2.3 Document management process.Documents were scanned into the system. The document management system stored them somewhere on a hard drive or optical disk. The documents then got indexed. When a person later wants to read a document, he or she used the retrieval tools available in the document management system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document management system.What changed and why now? The early 1990s saw the introduction of personal computers in the office, bringing with them the idea that records management would no longer be required. Computers could do it all.At that point, the web was in its infancy and used to transmit emails. Organizations were still sending letters and reports through inter-office mail and via Canada Post. Pre the internet, information generated through computers was managed internally and protected by IT departments. It was some time before information was shared and transmitted electronically between departments, business units in different locations and in different countries. The Internet changed everything.2.4 The internet and wireless transmissions allow us to create and share information through text messages, blogs, Twitter, Instagram, Facebook and a myriad of other social media connections.Smart devices communicate with each other. Hydro and gas companies have smart metres; OnStar can provide updates onyour car’s maintenance status from data it has captured on the car’s computer system. GPS Locators on your phones, iPad, etc. can tell where you are.All that data is being collected by the organizations that are tracking it.Large organizations such as financial institutions and insurance companies capture huge volumes of transactional data daily as customers do their banking online, through bank machines or any other technology that financial institutions have provided to interface with clients.In addition to all the structured data in systems we are still faced with the unstructured data generated by employees in their day to business in network directories, emails and system applications that support content management, etc.In 2007 EMC and IDC3 published their first study on the Digital Universe in an attempt to project the growth of data creation as a result of the World Wide Web. In its 2014 report the projection is that.In 2020 the digital universe has reached 44 zettabytes, or 44 trillion gigabytes.Old agecheap storage, kept everything forever, has now come back to bite IT departments who find themselves with terabytes and more of data that is old and even inaccessible. There are costs of managing electronic data over time as software changes and is no longer supported. Disposal, as part of an overall business activity, is a necessity in reducing costs and risks and improving efficiency in any organization. And if you cannot find the right information when the judge asks for it, it can lead to out of court settlements in the millions of dollars in today’s litigious environment.Nowadaysall information in Canada governs by cloud document management. eFile Cabinet’s software, Rubex cloud document management software have revolutionized the office environment, departments, and Canadian industry.A technology becomes an increasingly significant aspect of business, records management systems have had to keep up. Records management applications (RMAs) are software applications that manage records electronically by using features to categorize and locate active records as well as identify records for disposition. These apps must be secure, reliable, permanent, and comprehensive, and they must comply with rules and regulations. When using any kind of electronic system, it’s important to note that simply scanning an existing paper document might not be sufficient to make it a record. Some software systems require a person to declare something a record, so the system can properly manage it. Each record must have a unique identifier to work with some systems. Look for something that is easy to use and has the necessary security to protect files. Some systems include document management systems (DMS) within the scope of records management. Look for something that guarantees an enforceable chain of custody, so you can see what a record said, how the content within it evolved, and who was involved with any changes. That kind of system can prevent unauthorized access and changes. 2.5 Records retention. Aside from CRA (Canada Revenue Agency) guidelines about tax records, there are no set standards about how long you must keep business records. Many lawyers and accountants suggest keeping original business documents for seven years, as that’s the statute of limitations for many tax audits, lawsuits, and other possible claims. The suggestions for records management for small businesses are basically the same as those for large ones. Even ARMA International does not publish set guidelines about what to keep and for how long — they say that requirements vary by industry, state, and country. “It depends on the industry you’re in and how regulated you are,” “The key is having a structure in place that is appropriate for the business you’re in.” ConclusionOrganizations now recognize the need to bring together what have previously been siloed. Departments and groups as cross-functional teams have to address the issues from an organization-wide perspective, because of technology and information transmission and exchange globally. Policies and procedures for each component cannot be drafted in isolation based on a particular area of interest, such as IT, Privacy, Business, Legal and Risk and Information Management.Records management exists to provide a history of documents and decisions and to ensure continuity. These benefits apply to all companies and organizations, no matter how big or small. LiteratureJay Atherton, “The Origins of the Public Archives Records Centre, 1897-1956,” ArchivariaMarian Beyea, “Records Management: The New Brunswick Case,” ArchivariaTerry Cook, “An Archival Revolution: W. Kaye Lamb and the Transformation of the Archival Profession” ArchivariaBarbara Craig, “Records Management and the Ontario Archives, 1950-1976,” ArchivariaDr. Mark Langemo, Winning Strategies for Successful Records Management Programmes (Information Requirements Clearinghouse: Denver, 2002) .Laura Millar, “Discharging our Debt: The Evolution of the Total Archives Concept in English Canada,” Archivaria Ian E. Wilson, ““The Noble Dream”: The Origins of the Public Archives of Canada,” ArchivariaARMA International is the community of records management, information management, and information governance professionals who harness the benefits and reduce the risks of information.8www.arma.org/page/Records_ManagementОформление рефератов по экзаменационной теме ФУП1 оформление согласно требованиям ГОСТа в программе MicrosoftWord на английском языке:1.1 Параметры страницы: левое поле – 2 см., верхнее поле – 2 см., нижнее поле – 2 см., правое – 1 см.1.2 Гарнитура шрифта – Times New Roman, кегль – 12, выравнивание – по ширине.1.3 Межстрочный интервал – 1,5.1.4 Абзацный отступ – 1,25.1.5 Реферат состоит из 17 страниц английского печатного текста исключить рисунки.1.6. Обязательно: Титул. План-содержание. (можно добавлять свои пункты плана)1.7 Литература 5-8 пунктов. (можно ссылки на сайты)Обязательные пункты текста:Introduction Введение1. MaindatesinHistory of Record Management Основные даты в документоведении истории страны2. SituationinthemodernRecordManagementСитуация документоведения в наши дни3. Conclusions ВыводыНазвание рефератов: “История документоведения в ...”1 History of Record Management in Australia2 History of Record Management in theUSA3 History of Record Management in Great Britain4 History of Record Management in Canada5 History of Record Management in New ZealandНа реферат составить краткий пересказ по пунктам плана (10 предложений на каждый пункт), отобразить основные идеи +введение(3-5 предложений) +заключение(3-5 предложений).