Question

What are the necessary requirements for an Electronic document Management System (EDMS) that will integrate five stores and consistently retain and securely manage critical business documents in the following areas

• Major components that must be included in a document retention policy

• Policies standards, and procedures that will govern the secure management of the organization’s critical business documents

• Regulatory requirements and generally accepted practices that are applicable to the organization to safeguard its data

• A list of Hollywood Organic Co-op's stakeholders and their responsibilities • A recommended framework for a document life cycle

• At least two examples of an enterprise tool available on the market that could be incorporated into the organization to integrate the EDMS across the various store locations

What are the best practices, applicable standards, and types of policies that govern a document management life cycle for implementing an enterprise EDMS.

Answer 1

Hi,

Please find the short essay for the above.

1>Necessary requirements of EDMS
   EDMS is just the management of digital documents ,usually concentrates on structured documents like word,pdf,excel,power points etc
that includes storing and providing expansion for the same, security provision, sharing within team, collaborate and
pick them from storage with minimum disturbances .

2>Document retention policy:
   In any company it explains how company should guide its employees or set the ground rules
to maintain and manage company data right from creating it to craping it.

major components behind this include:
   1>For whom and till when should this retention policy be applied.
   2>proper management/audit team to ensure this rules are implemented.
   3>retention period for each document.
   4>location for each document and from where should each type of doc to be received like LAN/WAN etc..
   5>Exactly when should this document to be scrapped and have written procedure to scrap.
   6>knowledge to be given to employees about policy and procedures above.

3>recommended framework of document life cycle is
   Create Documents->collaborate and connect->Review against company policies->Approve->Publish across teams->check for expiry->Archive docs.

4>Policies standards, and procedures:
   Many companies publish there own policies and procedures, but ISO has published some common standards.
that mainly includes and explains format for Information exchange, Information retrieval proc,Information security management etc..

5>Generally accepted practices include, unit testing and reviewing documents before getting approval, any changes and reviews are correctly documented,
all the version of documents are available, scrapping old and obsolete documents,custoomer provided docs are also available for example.

6>Some of the major EDMS providers are sa below:
   Synergis software
   MaxxVault
   Mayan EDMS
   Master control compliance accelerated.
   docStar
   openKM-Knowledge management.

7>Major stakeholders:
   ANY EDMS will involve initially metadata capture the people from agency who provide raw data,
then providing security for the same so security people version control- the central manager who approves of all the above flow.
so involves managers, peers, resource managers, Internal customers , external customers, including government, contractors, suppliers, sub contractors
  

Thanks,

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