ICT4GOV information architecture_recod_management

Enterprise architecture Framework and Tools for Strategic Design of ICT for Business johnmacasio@onecitizen.net

RECORD MANAGEMENT SYSTEM INFORMATION SYSTEMS FRAMEWORK & ARCHITECTURE

Agenda:Record Management Framework and Architecture Define the scope of record management at the agency wide and local levels perspective Define the business of record management to support the mandate of the agency. Describe the record systems to enable the management of record through the use of technology. Define the information and communications technology configuration to enable the operation of the record system.

RECORD Information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. -ISO 15389-1 Definition

RECORD CHARACTERISTICS ,[object Object],The record must be proven to be what it purports to be, to have been created or sent by the person purported to have created or sent it, and to have been created or sent at the time purported. Critical to authenticity of records is the implementation and documentation of policies and procedures to control the authorized creation, receipt, transmission, maintenance and disposition of records.

RECORD CHARACTERISTICS ,[object Object],The record is one whose contents can be trusted as a full and accurate representation of the transactions, activities, or facts to which they attest and can be depended upon in the course of subsequent transactions, or activities. Critical to record reliability is the time of creation or incident to relate the record.

RECORD CHARACTERISTICS ,[object Object],The record is complete and unaltered. Critical to record integrity is the protection against unauthorized alteration. It involves policies and procedures that specifies valid addition and annotation after the record is created, and under what circumstances and who is authorized to allow annotation, addition or deletion in the received record.

RECORD CHARACTERISTICS ,[object Object],The record is located, retrieved, presented and interpreted. Critical to record useability is connecting it to the business activity or transaction that produced the record. The link should carry the information to understand the transaction that created the record.

RECORD MANAGEMENT Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. -ISO 15389-1 Definition

OBJECTIVES OF RECORD MANAGEMENT OBJECTIVE 1: To implement the documented organization, functions, policies, decisions, procedures and transactions in the creation, maintenance, protection , usage and disposition of the agency records.

OBJECTIVES OF RECORD MANAGEMENT OBJECTIVE 2: To define and execute the controlling procedures and organizational accountability to insure authenticity, reliability, integrity, and useability of agency records

OBJECTIVES OF RECORD MANAGEMENT OBJECTIVE 3: To establish and implement standards and procedures to classify, index, file, store, secure, preserve, and dispose records

OBJECTIVES OF RECORD MANAGEMENT OBJECTIVE 4: To design and execute a record system that exhibits the attributes of reliability, integrity, compliance, comprehensiveness, and systematic.

RECORD CLASSIFICATION Differentiation of records based on the business activities of the organization.

RECORD BASIC ATTRIBUTES Elements to identify and classify record

RECORD PROCESSING ACTIVITIES 1 3 4 2 ROUTE FOR BUSINESS ACTION RELEASE TO RECORD USER REGISTER STORE MAINTAIN SECURE DISPOSE RECORD RECEIVE FROM RECORD SOURCE CREATE RECORD BY SOURCE TASKS START END TASKS START END TASKS START END TASKS START END

RECEIPT & ROUTING PROCESSES Process swim lane to draw the work flow in receiving and routing of submitted record or document.

RELEASE & ACCEPTANCE PROCESSES Process swim lane to draw the work flow in the release of original or duplicate copy of document or record to the accepting user.

RETRIEVAL & REPRODUCTION PROCESSES Process swim lane to draw the work flow in retrieving filed and stored document for reproduction or viewing.

STORING & MAINTENANCE PROCESSES Process swim lane to draw the work flow in keeping and maintaining the record or document in digital or non-digital storage.

CERTIFICATION, ACCREDITATION & VERIFICATION Process swim lane to draw the work flow in certifying, crediting, and verification of requested record or document for authenticity and availability.

RECEIVING FORM The form layout and content to capture the acceptance of received document. HEADER TITLE Header Subtitle LOGO

REPORT FORM The form layout and content to find and inform the status, condition, availability, and location of the record. HEADER TITLE Header Subtitle LOGO

RELEASE FORM The form layout and content to capture the release of the record to the user for authorized use. HEADER TITLE Header Subtitle LOGO

RECORD SYSTEM Information system which captures, manages, and provides access to records through time. -ISO 15389-1 Definition

RECORD INFORMATION SYSTEM RECORD MANAGEMENT RECORD SOURCE RECORD REGISTRY TRANSACTION MAINTENANCE SYSTEM BUSINESS INFORMATION PROCESSING SYSTEM RECORD DOCUMENT TANGIBLE OR DIGITAL RECORD RECORD USERS DOCUMENT CREATION SYSTEM DIGITAL RECORD ARTIFACTS DATABASE NON DIGITAL RECORD STORAGE

ICT4GOV information architecture_recod_management

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