{"id":101,"date":"2006-10-16T09:11:29","date_gmt":"2006-10-16T17:11:29","guid":{"rendered":"http:\/\/www.formtek.com\/blog\/?p=101"},"modified":"2006-10-16T09:11:29","modified_gmt":"2006-10-16T17:11:29","slug":"records-management-iso-15489-and-benefits-of-records-classification","status":"publish","type":"post","link":"https:\/\/formtek.com\/blog\/records-management-iso-15489-and-benefits-of-records-classification\/","title":{"rendered":"Records Management: ISO 15489 and Benefits of Records Classification"},"content":{"rendered":"

The first step in the lifecycle of a record is is to ‘classify’ it.\u00a0 A document must be classified as a record to be brought under control of the Electronic Records Management (ERM) domain.<\/p>\n

Classification organizes the records, grouping documents together into logically defined categories.\u00a0 The ISO 15489<\/a> standard specifies general principles of Records Management and includes a description of classification within an ERM.<\/p>\n

ISO 15489 calls out eight main benefits as a result of record classification:<\/p>\n

Linked Records<\/strong>.\u00a0 An ERM system can show references between records by providing a method of creating links between records.\u00a0 The linkages allow you to build up a continuous record of activity.<\/p>\n

Consistent Naming<\/strong>.\u00a0 The classification system provides the structure and methodology for creating consistent record names.\u00a0 This ensures a correct grouping of related records over time, avoiding gaps that may occur as terminology can evolve or be obsoleted.<\/p>\n

Retrieve and Identify Similar Records<\/strong>.\u00a0 Because classification aggregates groups of documents together, it is possibloe to quickly identify all records that belong to a specified function or activity.<\/p>\n

Security and Access applied to Groups<\/strong>.\u00a0 When records are grouped together, access security can be easily\u00a0associated with the container that holds a group of records.\u00a0<\/p>\n

User Permissions<\/strong>.\u00a0 User permissions or access controls can be applied to allowed actions that can be performed on groups of records.<\/p>\n

Distributed Management Responsibility<\/strong>.\u00a0 Because records aggregated in groups, many records\u00a0can also be acted on at a group level, rather than an individual record level.<\/p>\n

Distributing Records For Action<\/strong>.\u00a0 Again, the grouping of records lets us distribute or send all files to someone.\u00a0 In an electronic system, someone could be notified about a set of records and sent an electronic link that gives them access to those records.<\/p>\n

Scheduling of Retention and Disposition<\/strong>.\u00a0 Typically classification of a document as a record will immediately associate a retention plan and disposition action for the record.\u00a0 Logically grouping records via classification simplifies this task.<\/p>\n

A more detailed discussion of classification and ISO 15489 and how classification can work in parallel with enterprise search,\u00a0is in the September\/October issue of\u00a0AIIM EDoc Magazine<\/a>\u00a0by Atle Skjekkeland.<\/p>\n

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The first step in the lifecycle of a record is is to ‘classify’ it.\u00a0 A document must be classified as a record to be brought under control of the Electronic Records Management (ERM) domain. Classification organizes the records, grouping documents…<\/span><\/p>\n

Read more ›<\/a><\/div>\n

<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[9,10,12,13,28],"tags":[],"class_list":["post-101","post","type-post","status-publish","format-standard","hentry","category-compliance","category-content-management","category-document-mangement","category-enterprise-content-management","category-records-management"],"_links":{"self":[{"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/posts\/101","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/comments?post=101"}],"version-history":[{"count":0,"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/posts\/101\/revisions"}],"wp:attachment":[{"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/media?parent=101"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/categories?post=101"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/formtek.com\/blog\/wp-json\/wp\/v2\/tags?post=101"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}