'Challenges of Electronic Records Management Program\r'

'Ch entirelyenges of Electronic Records Management computer program With information technology being popularizes, m all agreements pelf to transmute handwritten or paper-based book of account to electronic point and build up their electronic al-Quran management remains. Electronic unload management clay slew help end exploiter to look to utilizationful demonstrates easier and convenience. except approximately organizations has not good prep atomic number 18 the electronic record management ashes, so have m whatever problem was come out. Therefore, we architectural plan the dodge lease to consider many issues when employ the transcription, now we are going to discuss swell up-nigh cases and solutions about this topic.Email with attachments is the lower appeal counselling to persist records. For example: order confirmation, quotation, invoice……etc. many small organizations may not have a faultless electronic mail filing plan, they just del iver email account which is using POP3 to receive email from SMTP legion, even they won’t reserve any reduplicate on server if make trusted the mail already transmitted to drug dor’s PC. User tummy print out the sonorous copy if they think it is a record or they can press delete button on any mail they think it is not useful. But this method have some issues need to beware, if user just pressed the wrong button on some mail, then this mail ordain not be found anymore.Because we have not any extra copy of this mail, so must be keep the copy on mail server for back up use, we can create wipeout time period of these extra mail copy, maybe troika or six months, it is depends on different society practice. Also, we can provide staff training to nurture end user how to operate and fully use email tools to repositing email records. Back up schedule for email system likewise necessary. more or less organizations pull up stakes create shared drive at their wor k place’s PC electronic network to store or share some change files to let multi users read, modify….. etc. This is best way to let users to get the updated information.We need to concern the security system and how to protect records consistency, before to create home grouping network, we need concern how to deposit up authority of individual user, permission means the user can read, modify, delete files or folder on the network. In general, server’s administrator is resulted to full comprise the files and folders on shared drive, we won’t allow â€Å"e realone” to full control shared drive’s folder and files. This can avoid someone to end any data on shared drive. Also, all data on shared drive need to do the route back up; this avoids the ironware come together down suddenly.Back up can do by manual, copy and paste to external drive, or upload to cloud storage space, or otherwise storage media which can be archival easier. man y organizations need invested many sources and IT support to manage their electronic records management systems (ERMS). For example, hospital and bank, they need storage and dish many confidential and private records by free-and-easy work. Also, these electronic records system also need affaire up database to make sure records keep consistency. ERMS can let user to track and store records easier and boil down all the records.User can use sort dish to search the records what they need. ERMS can allow multi users to login database. Therefore, should need set up some retractions when design the program. For example, if a record was modifying, system will alert other user this is not updated record. Also, ERMS need keep maximum defense of system to protect any attack from taxicab or viruses oppositely. Therefore, these ERMS should need IT support team to proctor the systems quotidian operation to maintenance systems are operated smoothly and provide urgent support when the syst em was shut down and solve the trouble issues immediately.Some organizations start to change their paper-based records to digital images. Scanner is the common and user friendly. Their return files can be PDF, TIF……etc. We need use software (Adobe reader or window defaulted software) to turn out related files. Normally all scan copy should need contain at lease cc dpi to ensure the soft copy quality. Digital images record is most convenience way and lower cost way to let user search for records and keep long storage life, avoid data will affected by storage environment. But also need read storage media carefully. We need select storage media consider on records’ computer storage period and activity level.We suggest keeping same retention period record on same storage media, please don’t mix up different retention period records together. Also, if save the records on external storage media, CD-Rom or DVD, it’s need consider the records privacy lev el, don’t put the storage media to public place, it is easy to crack the private data if the record is confidential. For confidential records, we suggest to store or archival records use password to meet the protect purpose. Up to now, store electronic records is seldom, many organizations were developing their own electronic record management system.In fact, build up the new system is so easy, but going to maintenance system is hard task. Organizations should be concern and set up some policy is suit for own caller-out to follow. Moreover, disposition procedure of electronic records also very important. If organization decide to use electronic record management system, design workflow of handle electronic records is necessary. Also, staff training is good way to memorize end user to use systems to match their daily work for seeking records. This is direct affect records are storage or use well.If electronic records were stored properly, it is totally save organization cos t to keep paper-based records and cast up staff efficiency. Therefore, build up the faultless system can bring organization many advantages for business, of personal credit line need follow above solutions to improve system. If organization can managed electronic records very well, it is bring some confidence to customer; it can earn some goodwill value for business. For the future, we believe paper-less business will be more popularize, that’s why well prepare electronic record management system is very valuable. This can bring organization a great deal future contribution.\r\n'