![Oecd 2012_education at a Glance, Oecd Indicators [Germany]](https://static.fdocuments.in/doc/165x107/577ce4b41a28abf1038ef751/oecd-2012education-at-a-glance-oecd-indicators-germany.jpg)
The OECD and electronic records 18June 2001 Head of OECD Archives and Records Management Service ...
41
The OECD and The OECD and electronic records electronic records 18June 2001 Head of OECD Archives and Records Management Service http:// www.oecd.org Mary-Ann Grosset Organisation for Economic Co-operation and Development
-
Upload
morgan-gordon -
Category
Documents
-
view
220 -
download
3
Transcript of The OECD and electronic records 18June 2001 Head of OECD Archives and Records Management Service ...
The OECD and electronic The OECD and electronic recordsrecords
18June 2001
Head of OECD Archives and Records Management
Service
http://www.oecd.org
Mary-Ann Grosset
Organisation for Economic Co-operation and Development
Some key dates and our missionSome key dates and our mission
Implementing electronic records Implementing electronic records managementmanagement
Some key dates and our missionSome key dates and our mission
Some key datesSome key dates
19961996 Selection of iRIMS as records management software
Implementation and use within the service
1st user requests for electronic archiving
Implementation of the 2 first applications
2000-20012000-2001 Installation and use in approximately 15 Directorates
19971997
19991999
19981998
Our missions since 1998Our missions since 1998
The management of the OECD’s current and intermediate records paper, electronic, microfilms, etc..
Space management
physical and electronic
Publicity and visibility of the service
The quality of the service provided
Publicity and visibility of the service
Dialogue and presence in the DirectoratesDialogue and presence in the Directorates
Training and help on the use of iRIMS
Guided tours of the records management service
Demonstrations of iRIMS
Help in processing the backlog
Help in preparing the inventories
Installation of the software shortly after a request is made
Some key dates and our missionSome key dates and our mission
Implementing electronic records Implementing electronic records managementmanagement
Criteria needed to implement electronic Criteria needed to implement electronic records managementrecords management
How it is implementedHow it is implemented
Some examples of usage within the OECDSome examples of usage within the OECD
How to archive, retrieve and use an How to archive, retrieve and use an electronic recordelectronic record
Criteria needed to implement electronic Criteria needed to implement electronic records managementrecords management
Criteria needed to implement Criteria needed to implement electronic records managementelectronic records management
Flexible and powerful records management
software
Internal archiving rules
Management of the paper records
under control
Professional and human qualifications
Recognition of the competency, role and field
of responsibility of the service
IT support
The qualificationsThe qualifications
ProfessionalProfessional
HumanHuman
Professional qualifications
Very good knowledge of the functioning of the OECD
Very good knowledge of the types of records produced by the OECD
Very good mastery of iRIMS
Ability to find solutions to filing problems adapted to the needs of each service
Human qualifications
DialogueListen
Be available
Be flexible
Be professional
How it is implementedHow it is implemented
Criteria needed to implement electronic Criteria needed to implement electronic records managementrecords management
Implementation strategyImplementation strategy
The service’s roleThe service’s role
Preparation and installation of Preparation and installation of the first 2 applicationsthe first 2 applications
Implement the software upon Implement the software upon request in different servicesrequest in different services
11
22
33
44
1. Implementation strategy1. Implementation strategy
Installation and use of iRIMS in the Records Management service
Implement progessively at staff members’ request :
Implementation in 2 key areas having lots of visibility following a request from the IT Department
At the level of the service when implementing records management, or
In order to respond to a specific need
Users
Archives and Records Management service
Software supplierIT Department
2. The service’s role2. The service’s role
3. Preparation and installation 3. Preparation and installation of the first 2 applicationsof the first 2 applications
Needs analysis
Analyse the required
developments
Detailed study of the needs
with the supplier
Supplier provides development proposals
to records staff
Records staff consults users for
agreement
Developments made by supplier and tests made by records staff
User training
Production
4. Implement the software upon 4. Implement the software upon request in different servicesrequest in different services
Study the needs of the service
Define the tasks and the work that is done
1st step1st step
Install the software and provide training
Do the inventory and enter the backlog in the software
Define access rights to the software based on the service’s needs
2nd step2nd step
4. Implement the software upon 4. Implement the software upon request in different servicesrequest in different services
How it is implementedHow it is implemented
Criteria needed to implement electronic Criteria needed to implement electronic records managementrecords management
Some example of usage within the OECDSome example of usage within the OECD
Correspondence tracking in the Secretary-General ’s office
Management of the follow-up on responses or requested actions
Distribution list management
Management of the different versions of the same document
Link between the incoming and the outgoing mail
Corrigendum, Addendum, etc..
The e-mail is dragged and dropped from MS Outlook into the software
The document is registered in the software then scanned
or
Archiving of the electronic versions of the documents
Other examples
Management, storage and retrieval of paper and electronic records structured archiving of e-mail, MS Word files, Excel spreadsheets, etc..
Referencing of Committee and Directorate structures, mandates, evolution over time, etc..View documents produced by each of them
Referencing and retrieval of OECD official documents and publications, electronic versions and copy on microfilm or microfiche
How it is implementedHow it is implemented
Criteria needed to implement electronic Criteria needed to implement electronic records managementrecords management
Some example of usage within the OECDSome example of usage within the OECD
How to archive, retrieve and use an How to archive, retrieve and use an electronic recordelectronic record
How to archive an electronic How to archive an electronic recordrecord
11
Receive Record
Enter document metadata into iRIMS
Scan paper document using
standard scanning software
Drag and drop records, Emails or MS Outlook
folders into iRIMS
Other record formats
Dispose of record
The Workflow
Electronic record or Email
File paper record
Metadata of each record profiled automatically
Store record in iRIMS
Theme, title, dates, format, keywords, physical location of paper
record, retention period, etc..
MS Word, Excel files, Images, MS Outlook emails or folders,
MS Explorer folders,etc..
Paper, tapes, slides, etc..
Procedure suggested for e-mailProcedure suggested for e-mail
iRIMSiRIMS
Public FolderPublic Folder
User2 email
User1 emailUser1 email
Current records
Intermediate records
Historical records
User1
Storing and Searching for e-mail records
2 tools: MS Outlook
iRIMS
Official correspondence
Personal mail
Individual MS Outlook Individual MS Outlook email accounts email accounts
Only file a Unique copy of the emails
At the At the beginningbeginning of a new year FILTER the of a new year FILTER the previous year’s emails and import only those previous year’s emails and import only those having archival value into iRIMShaving archival value into iRIMS
Only file a Unique copy of each message
Daily: Move a selection of the active records into the Directorate’s public folder
iRIMSiRIMS
Public FolderPublic Folder
Processing of E-mail
1.1. 2.2.
3.3.
(2) Drag the email to the iRIMS Filing
Bin Wizard
Archiving an e-mail in iRIMS
(1) Select the email (or MS Outlook folder) to be archived
(3) The iRIMS Filing Bin Wizard is opened with my
Favourite Folders displayed
(4) Highlight the folder in which the message is to
be archived
Archiving an e-mail in iRIMS (cntd)
The email is automatically
indexed in iRIMS
Archiving an e-mail in
iRIMS (cntd)
How to retrieve an electronic How to retrieve an electronic recordrecord
22
ViewElectronicdocument
FetchPaper
document
Request to retrieve a document is made
Use metadata to search for record
Select object
Software in which documentproduced is opened
Retrieving and viewing records
Can search on most fields of a record keywords, dates, retention period, full-text,...
Searching for records
The fast search (single-criteria)
The advanced search (multi-criteria)
2 methods
(2) I select the field I wish to search on
(3) I enter the search criteria
The fast search
(1) I select the level I wish to search on
(4) I launch the search
(1) I can select several criteria to refine my search
The advanced search: multi-criteria
(2) I launch the search
How to use an electronic How to use an electronic recordrecord
33
View an electronic record
Send an electronic from within iRIMS
2 examples
Viewing an electronic record
iRIMS opens the electronic version of the document
Select the document and click on Open
(1) I select the document and click
on the right button of the mouse and
choose the option Open
Send an electronic record from iRIMS
(2) iRIMS automatically prepares the message
in Outlook with the document as an
attachment
(3) I send the message
The outcome
Information readily accessible
Do not depend on human memory
Decrease time spent looking for records
Decrease physical and server space needed for storage
Prepare future archives
