Electronic Records Research 1997: Resource Materials

Compilation Copyright, Archives & Museum Informatics 1998
Article Copyright, Author

Bibliography of Background Materials and Findings
J, K, L

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[ J ]

Judge, Simon, Mike Flynn, Richard Blake, and Ian Macfarlane. "EROS Case Study: HM Treasury: Electronic Document Management Strategy." (London: Public Record Office and Central Computers and Telecommunications Agency, October 1996). Format: Rich Text Format
[Crown copyright. Reproduced by permission of the Controller of Her Britannic Majesty's Stationary Office.]
This study identified a need to reform the main information storage and retrieval process as the department's vision was that information would be stored electronically and that paper versions would be exceptional. This was given a further focus by the belief that both internal and external communications would be received and generated in an electronic format with E-mail being the predominant means of communication. Underpinning this vision was an assumption that within two years 100% of communications within Treasury would be electronic and that within two to five years 90% of information exchanges between Treasury and other government departments would be electronic as would 75% of the links with the financial industry and other public databases. Consequently an electronic document management system was seen as the logical solution. This would have to be integrated with the existing networked OASIS desktop and provide an electronic alternative to the paper filing system. [abstract reproduced from publication's Introduction.]

[ K - L ]

Lawrence, Karl. "From Paper to Digital Records Management." ITSDU, World Bank, 12 March 1997. Presentation given to the World Bank's ITS Greening Team.
Presentation addressing the issues of paper and digital records management.

Lawrence, Karl. "Document Management System Workshop." (Washington, DC: ITS, World Bank, April 1997): draft. Format: Rich Text Format
A document management architecture has been defined and a document management system, developed internally and referred to as the Document Management Engine (DME), are already in place. Since the DME was developed (it has been tested but not deployed), the Bank announced a new IT strategy that requires use of commercial off-the-shelf software for its business applications. Consistent with this strategy, the purpose of this workshop is to begin a process that will lead to a determination of whether it's technically and financially feasible to employ the Documentum software package or the "toolkit" to address the Bank's document management requirements. The decision time-frame is the next 12-18 months. The workshop will consider the requirement that the creators of documents in the Bank be able to continue using the common business applications they currently use to produce document content (e.g., MS Word, PowerPoint, Excel). We also want, however, to be able to transparently integrate the front-end document authoring tools with the document management system so that: document content and metadata can be captured for storage in the document management system; documents are in easily reusable format (i.e., can be readily repackaged and republished in forms suitable to a variety of audiences); documents are retrievable via common business applications and delivery mechanisms such as Lotus Notes and Web browsers; documents can be preserved independent of a specific hardware/software platform; and the normal records management controls can be efficiently and cost-effectively applied at the back-end of the life cycle process. At the conclusion of this workshop, Documentum should have a broad understanding of the environment of the Bank and its document management requirements. Bank participants should clearly understand whether and how Documentum could leverage the existing solutions, KMS, Document Management Engine (DME), Lotus Notes, the EFS-based Imaging service and RetrievalWare, to provide extended document management functionality (e.g., document checkout/checking, version control, document-level security, etc.). Specific, concrete "next steps" for continuing the workshop discussion to expeditiously resolve questions, such as the product fit (e.g., technical compatibility of Documentum with pieces of the document management solution already in place) and the likely cost to implement, should be agreed. [abstract taken from document.]


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