Digital Records Unified Management (Document Imaging)

The steps necessary to introduce document management:

Documents are scanned into the system. The document management system stores them somewhere on a hard drive or optical disk. The documents then get indexed . When a person later wants to read a document, he or she uses 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.

A complete document management system comprises five elements:

Scanning
Major advancements in scanning technology make paper document conversion fast, inexpensive and easy. A good scanner will make putting paper files into your computer easy. 

Storage
The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology. 

Indexing
The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.

Retrieval
The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy. 

Access
Document viewing should be readily available to those who need it, with the flexibility to control access to system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations, or over the Internet.

Electronic Document Images as Legal Records

As document imaging becomes more commonplace, numerous laws have arisen regarding the legality of imaged paper and electronic files. Many government agencies now accept imaged documents as legal records, meaning that the paper originals can be stored off-site or in some cases destroyed. Following are some general guidelines shared by many jurisdictions:



1. Digitized records must be stored on unalterable media, such as CD, DVD or WORM.

2. The system has reasonable controls to ensure integrity, accuracy and reliability.

3. The system must provide some type of audit trail to prevent and detect unauthorized creation of, addition to, alteration of or deletion of records.

4. A complete and accurate transfer of records can be made.

5. The system has reasonable controls to prevent and detect deterioration of records.

6. There is an indexing system that assists with finding records.

7. The system has the ability to print copies of records.

8. The system must be able to cross-reference with other record-keeping systems and software.

9. The system has documentation on how the software works and how it has been set up.

The legality of imaged documents varies depending upon the federal agency, state, county, municipality and department involved. Organizations should consult with an attorney on the specific statutes governing their industry and geographical area.

Records Management in Today’s Organization

Once a file plan has been established in an organization, an RMA will manage the document lifecycle as defined within each record series. Users simply file records in the appropriate folder, and they will be prompted to enter any required metadata that hasn't been automatically captured and the RMA will take over. Records managers can run reports detailing where records are in their lifecycle, which records should be reviewed and which records are eligible for transfer, accession or destruction. Additionally, all system activity is logged, providing an audit trail that tracks the entire lifecycle of the records that can be used to prove adherence to the records management plan and adherence to legislation and/or compliance regulations.

While their records management requirements might not be as detailed as the DoD standard, organizations can use all or some of the tools provided to implement a solution that fits their exact needs. The right RMA will provide all the tools necessary to design and implement a DoD compliant file plan for the management of all imaged, electronic and physical records.