Report: Information Assets Protection, EDMS Policies and Standards

This report provides a comprehensive overview of Electronic Document Management System (EDMS) policies, standards, and procedures for information asset protection. It details major components of a document retention policy, including data identification, retention timeframes, storage procedures, and implementation strategies. The report also covers applicable EDMS policies, standards, and procedures related to data audit, document retrieval, encryption, access control, and document categorization. Additionally, it outlines regulatory requirements, strategies for data security (e.g., encryption, access control, and audits), and the responsibilities of stakeholders such as the Chief Information Officer, employees, and document owners. The report includes a recommended framework for a document lifecycle, examples of enterprise tools, and references to relevant academic sources. The analysis focuses on ensuring data security, data privacy, and efficient document management within an organization.

Information Assets Protection
EDMS policies and standards

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

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

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

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

References
Alshibly, H., Chiong, R., & Bao, Y. (2016). Investigating the critical success factors for implementing electronic
document management systems in governments: evidence from Jordan. Information Systems Management,
33(4), 287-301.
Ismael, A., & Okumus, I. (2017). Design and Implementation of an Electronic Document Management
System. Mehmet Akif Ersoy Üniversitesi Uygulamalı Bilimler Dergisi (MAKUUBD), 1(1), 9-17.
Klimovskikh, J. A., Tkachenko, A. E., & Maloletkin, A. (2018). THE MAIN PROBLEMS OF INTRODUCTION OF
ELECTRONIC DOCUMENT TURNING SYSTEMS AT THE ENTERPRISE AND POSSIBLE WAYS OF THEIR DECISION.
Форум молодых ученых, (12-1), 26-29.
Macías-Jiménez, M. A., Acosta-Fontalvo, L. C., & Jiménez-Barros, M. A. (2019). Document management
practices in SMEs. Records Management Journal.
Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019). Concept of Electronic Document
Management System (EDMS) as an Efficient Tool for Storing Document. Journal of Critical Reviews, 6(5).

Thank you