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 Special Reports: Information Assets Management Series
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By Lowrie W. McIntosh, PE, CRM, MIT To have a complete and seamless integration of document and records management, the infrastructure of the system needs to incorporate a classification system uniformly to all media (i.e., hard copy as well as document images). In this way, enterprise-wide uniformity is achieved, assigning a single classification to every document.Further, a system’s structure needs to have all documents tie in with, or link with retention scheduling, record and media type, location, owner, security, and most importantly, subject classification. The heart of a records management system should contain USCS, similar to a chart-of-accounts. The account structure defines the record series belonging to each workstation. As a result, although two workstations may have the same file series (by subject class) their initial rights are separated by their cost center ID numbers as established from the chart. Additional rights may be given or taken away from the cost center, as needs change. Responsibility for the cost center records are firmly established in the implementation process, regardless of the media involved. In "follow the money" principle, if the cost center changes (when it is divided or is absorbed by another cost center), the records of that cost center are identified by the system as requiring a new owner. When a user is moved from one cost center to another, the system requires changes to reflect the new location and appropriate re-assignment of the records that remain.
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