|
USCS With ERS V The Heart of ERS V
The power of ERS comes from its ability to easily
classify and quickly search and retrieve documents. The key to that power comes from our
patented Uniform Subject Classification System.
The USCS System built into ERS
It is the classification and search feature of USCS which makes our
software product different than any other products in the industry today. ERS provides a
corporate-wide means for categorizing like documents via a flexible and scaleable
USCS. Furthermore, all users search for documents in the same way.
With ERS V, there is a built-in Class Code field which is a
user-assigned classification code. A hierarchical list window displays the classes. Each
class is displayed as a branch of a tree relative to classes above it and classes on the
same level. You can use the browse feature to see all the class codes in the uniform
classification structure.
Using USCS and label-line descriptions in ERS, the need for
time-consuming, full text searches is virtually eliminated. Because users can employ their
own personal synonyms to search for documents, ERS makes it possible for anyone find
documents easily.
There are 350 generic classifications with ERS V, and these can be
extended or reduced (i.e., when file volumes require a more efficient subject breakdown,
additional classes can be easily created).
Hard copy files are tracked (at either folder or document level) by
subject class and their location identified.
Retention Management
One of the most important aspects of USCS relates to its record
retention components existing in ERS which create a records retention linkage. This
includes tracking and providing a direct linkage to the terminology used in the U.S. Code
of Federal Regulations and to similar legislative retention requirements of any other
country. In addition to identifying the media, it also catalogs the type of record. It is
this "Record Type" feature in ERS that determines the essential security
requirements for the documents.
Where mixed retention values exist, the longest retention value is used.
With ERS V, retention schedules have default values based on classification. When a
document's life cycle is over, the paper or electronic file can be discarded.
Subject classification is an essential component of the system. As
closely as possible, the terminology used in the class description is the terminology used
in the controlling legislation. Retention Management must be rigorously followed to ensure
legal protection.
Natural Security
The most practical level of security (and of control and maintenance) is
provided by the fact that ERS is directly linked to the organization's Chart-of-Accounts.
"Natural" security scheme is based upon the user's position in the organization
and document classification. No document-by-document security rules are needed because
there ERS provides centralized administration of document security.
Records management stores security information at the classification or
organization level, not at the document level. Records management uses a matrix of class
and organization to determine who can read or write to a document. Security from
disclosing sensitive information through association by subject descriptions is managed
through identification of the "record type" as "sensitive".
Additionally, a classification can be added that requires specific
authorization, then within that class, a series of sub-classes can be used to restrict
unauthorized access to document descriptions.
Classification
Folders in a computer filing system can utilize USCS system's
approach in classifying documents.
Ideally, a computer filing system should be structured in
the same hierarchy as USCS. This allows people to uniformly store documents in the same
fashion it would be stored in ERS, making it easy to search and retrieve documents put in
a desktop application (before or instead of storing in ERS).
In the same fashion, physical filing cabinets stored with file folders
containing paper documents would be filed using the same subject classification hierarchy
as USCS.
Using this approach to filing, an enterprise can achieve uniformity,
whether it is stored electronically or in a filing cabinet.
|
SYSTEM