Major components in a document retention policy Some of the major components of document retention policy are the followings: •Identification of data •Timeframe for eliminating data •Procedure for storing data •Strategy for implementation of document retention policy
Major components in a document retention policy •Identification of data-it provides description regarding which data needs to be kept and which needs to be eliminated •Timeframe for eliminating data-it describes how long data needs to be kept in system
Major components in a document retention policy •Procedure for storing data-it provides detailed description regarding how data needs to be stored in system database •Strategy for implementation of document retention policy-it describes how to retain document in system database
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Policies, standards, and procedures Applicable policies for EDMS are the followings: •Implementing data audit for identifying where data is stored •Obtaining permission from data owner before storing and retaining document •Retrieval of data needs to be done according to access control provided for retrieving document from EDMS •After a document is eliminated from EDMS, it will be retained in system for 3 to 5 days in case it is required to access those data •After a document is eliminated from EDMS, this needs to be notified to data owner
Policies, standards, and procedures Standards for EDMS: •EDMS needs to encrypt document for enhancing privacy and security of data •When storing and eliminating data, it needs to be ensured that there is no illegal access to data •People who do not have authorization for accessing data needs to be restricted from accessing EDMS for ensuring data security and data privacy
Policies, standards, and procedures Procedures for EDMS: •Staff needs to categorize document while storing it in EDMS •Documents needs to be converted into format supported by EDMS for easier access •Documents that are obtained externally needs to be send to EDMS after classification and this needs to be sent in an acceptable format supported by EDMS
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Regulatory requirements •Document lifecycle needs to be maintained throughout document creation and retrieval process •Proper document management for enhanced submission-readiness •Cost for system management needs to be minimized
Regulatory requirements •securing documents from illegal access •Instruction for document disposition needs to be provided for each document stored in EDMS •Approval from data owner needs to be obtained for creating and storing each document in EDMS
Strategies for data security •Encrypting data at system level •Implementing access control for EDMS •Audit of EDMS security strategies for identifying security issues •Not retaining document in system after it is eliminated from EDMS •Keeping backup of documents in case documents in EDMS is corrupted •Enhancing employee knowledge regarding data security and data privacy for ensuring effectiveness of data security strategies
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A list of Hollywood Organic Co-op's stakeholders and their responsibilities Chief information officer – identifying best EDMS and defining security needs Employees – implement security strategies Document owners – follow security guidelines as provided by Hollywood Organic Co-op to ensure data security
A recommended framework for a document life cycle
Example of enterprise tools •Zoho docs •Microsoft SharePoint Online
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