Document Records and Content Flashcards
Formats of document
(Physical) Paper, physical material, film records, microfiche
(Electronic) email, attachments, documents, databases, websites
Records management includues
keeping records safe from their creation or receipt through processing, distrubution, organisation and retrieval to their ultimate disposition.
Document management
storage, inventory and control of electronic and paper document
What is the relationship between documents and records
records are a subset of documents
Content management
The organisation, categorisation and structure of data/resources so they can be stored, published and reused in multiple ways.
Significant records
evidence of the organisations business activities and regulatory compliance
Vital Record
A record required in the case of disaster to resume the organisations operations in the event of a disaster e.g., liscenses
Taxonomy
technique of classification (controlled vocabulary)
Ontology
type of model that represents a set of concepts, occurences/instances of those concepts and their relationships within a business domain.
Also includes event and processes within that domain.
Narrow but deep.
Example Ontologies
FIBO (finance industry business ontology - describes trades, swaps, future trades etc and how these all work)
IDO (infectious disease ontology - categories of diseases, all their details)
Five types of of taxonomy
flat
Hierarchical
poly
Facet
Network
Flat taxonomy
no relationship between the controlled set of categories (all items are equal)
Hierarchical taxomy
tree structure e.g., geography based fields
Polyhierarchy
tree structure with more than one node relation rule, i.e., child nodes have multiple parents.
Parents may also share grandparents.
Facet taxomy
Star like, where each node is associated with the centre node.
Network taxomy
both hierarchical and facet
Document/record lifecycle
Inventory -> policy -> classification -> storage -> retrieval & circulation -> preservation & disposal
Three types of control schemes
- custody
- revision
- formal
Custody control
least formal control, requires safe storage and means of retrieval
Revision control
notifies stakeholders and incrementing versions when a change is required.
e.g., last update time, who approved
requires administrative metadata
Formal control
Requires formal change initiation.
Every change must go through formal control and be approved
requires administrative metadata.
DCS
document control scheme
ANSI 859
standard for document control
requires administrative metadata examples
e.g., last update time, who approved
How many GARP principles are there
8
GARP acronym
Generally accepted recordkeeping principles
How development GARP?
ARMA
GAAP vs GARP vs GATT
Accounting principles vs Generally accepted recordkeeping principles vs trading agreement
GARP principles
- accountability
- transparency
- integrity
- protection
- compliance
- availability
- retention
- disposition
content management is generally associated with
meta data
CMS
content management system
active content management
daily changes through controlled processes for creation, modification, and collaboration of content before dissemination
Content Distrubution System
pushing out parts of content
Redacting
masking certain content
embargoing
embargoing of data is where data cannot be published until certain conditions are met.
encryption
transforming the data
Primary deliverables of proper document and record management
managed records in many media formats, e-discovery records, policies and procedures, contracts and financial documents
Whys is non-value added data often not removed?
The policies are unclear of what is defined as no-value added so there is no cost to the driver, it takes more effort to dispose than to keep
Why defining your business continuity plan what should be done?
Consider written policies and procedures, impact mitigating measures, required recovery time and acceptable amount of disruption, the critically of the documents.
What are some of the characteristics found in well prepared records?
Content is accurate and complete
Records are created promptly after an event occurs or a decision is made
Records cannot be changed for the legal length of their existence
The appearance and arrangement of the record’s content is clear and unambiguous
In which phase of the Electronic Discovery Reference Model is data deduplicated, searched and analysed after it is reviewed?
Processing Phase
In the Information Governance Maturity Model, which level best describes an organisation that is starting to recognise the impact of information governance on their organisation?
In Development
Why should documents and content be managed?
- regulatory compliance
- response to litigation and e-discovery
- business continuity
Documents vs records
- contain instructions and info whereas records contain evidence of action
features of the RDF framework?
It is a standard model for data interchange on the Web
RDF provides a generic, graph-based data model to link data that describes things
Both RDF and OWL are Semantic Web standards that provide a framework for sharing and reuse of data
OWL (W3C Web Ontology Language) is a vocabulary extension of RDF
Generally Acceptable Recordkeeping Principles® (GARP)
Principle of Protection
Principle of Availability
Principle of Accountability
Principle of Disposition
Criteria ANSI 859 recommends when determining the control levels applicable to a data asset
The need to reuse the asset or earlier versions of the asset
Changes to project impact will have significant cost or schedule consequences if changed
Maintenance of a history of change
ANSI 859 =>
CHANGE
Which of these describes activities in the document/record management lifecycle?
Identification, management of policies, classification, retention, storage, retrieval and circulation, preservation and disposal
