ICT4GOV information architecture_recod_management
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The document outlines a framework for record management systems that supports the strategic design of ICT for business. It defines key characteristics of records, including authenticity, reliability, integrity, and usability, as well as objectives for effective record management. Additionally, it provides a detailed overview of processes for record creation, storage, retrieval, and disposition within an organization.
ICT4GOV information architecture_recod_management
- 1. Enterprise architectureFramework and Tools for Strategic Design of ICT for Businessjohnmacasio@onecitizen.net
- 2. RECORD MANAGEMENT SYSTEMINFORMATION SYSTEMS FRAMEWORK & ARCHITECTURE
- 3. Agenda:Record Management Framework and Architecture Define the scope of record management at the agency wide and local levels perspectiveDefine 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.
- 4. RECORDInformation 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
- 5. RECORD CHARACTERISTICSAUTHENTICITYThe 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.
- 6. RECORD CHARACTERISTICSRELIABILITYThe 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.
- 7. RECORD CHARACTERISTICSINTEGRITYThe 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.
- 8. RECORD CHARACTERISTICSUSEABILITYThe 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.
- 9. RECORD MANAGEMENTField 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
- 10. OBJECTIVES OF RECORD MANAGEMENTOBJECTIVE 1:To implement the documented organization, functions, policies, decisions, procedures and transactions in the creation, maintenance, protection , usage and disposition of the agency records.
- 11. OBJECTIVES OF RECORD MANAGEMENTOBJECTIVE 2:To define and execute the controlling procedures and organizational accountability to insure authenticity, reliability, integrity, and useability of agency records
- 12. OBJECTIVES OF RECORD MANAGEMENTOBJECTIVE 3:To establish and implement standards and procedures to classify, index, file, store, secure, preserve, and dispose records
- 13. OBJECTIVES OF RECORD MANAGEMENTOBJECTIVE 4:To design and execute a record system that exhibits the attributes of reliability, integrity, compliance, comprehensiveness, and systematic.
- 14. RECORD CLASSIFICATIONDifferentiation of records based on the business activities of the organization.
- 15. RECORD BASIC ATTRIBUTESElements to identify and classify record
- 16. RECORD BASIC ATTRIBUTESElements to identify and classify record
- 17. RECORD BASIC ATTRIBUTESElements to identify and classify record
- 19. RECEIPT & ROUTING PROCESSESProcess swim lane to draw the work flow in receiving and routingof submitted record or document.
- 20. RELEASE & ACCEPTANCE PROCESSESProcess swim lane to draw the work flow in the release of original or duplicate copy of document or record to the accepting user.
- 21. RETRIEVAL & REPRODUCTION PROCESSESProcess swim lane to draw the work flow in retrieving filed and stored documentfor reproduction or viewing.
- 22. STORING & MAINTENANCE PROCESSESProcess swim lane to draw the work flow in keeping and maintaining the record ordocument in digital or non-digital storage.
- 23. CERTIFICATION, ACCREDITATION & VERIFICATIONProcess swim lane to draw the work flow in certifying, crediting, and verification ofrequested record or document for authenticity and availability.
- 24. RECEIVING FORMThe form layout and content to capture the acceptance of received document.HEADER TITLEHeader SubtitleLOGO
- 25. REPORT FORMThe form layout and content to find and inform the status, condition, availability,and location of the record.HEADER TITLEHeader SubtitleLOGO
- 26. RELEASE FORMThe form layout and content to capture the release of the record to the user for authorized use.HEADER TITLEHeader SubtitleLOGO
- 27. RECORD SYSTEMInformation system which captures, manages, and provides access to records through time.-ISO 15389-1 Definition
- 28. RECORD INFORMATION SYSTEMRECORD MANAGEMENTRECORD SOURCERECORDREGISTRYTRANSACTIONMAINTENANCESYSTEMBUSINESSINFORMATIONPROCESSINGSYSTEMRECORD DOCUMENTTANGIBLEORDIGITAL RECORDRECORDUSERSDOCUMENTCREATIONSYSTEMDIGITALRECORDARTIFACTSDATABASENONDIGITALRECORDSTORAGE