At the time of saving or filing of the electronic document, the user should
be asked by the document management system (DMS): "Is this the final
version?" (or something to that effect). If yes, then the DMS registers it
as the final version and updates the document's properties by applying the
appropriate retention period, editing blockers and other relevant metadata.
If no, then the DMS recognizes it as a draft and applies the draft retention
period, if one is in effect, and does not apply edit blockers.
Tony Laino, CRM, CDIA
Manager, Consulting Services
TAB Professional Services
1-800-243-6547 x.264
www.tab.com
-----Original Message-----
From: Jesse Wilkins [mailto:[log in to unmask]]
Sent: Thursday, April 01, 2004 4:15 PM
To: [log in to unmask]
Subject: Managing electronic versions of records
Hi all, and with apologies for cross-posting,
I have a two-part question for the practitioners.
A. Let's say I have a document that is stored in a document management
system that provides for versioning, and that document goes through
iterations, resulting in 10 versions. The 10th and final version is
declared as a record. The drafts are considered non-records for this
illustration. In your opinion, should the system delete the previous
versions in this case?
B. The record version then enters a new round of edits, reviews, etc.
and four more drafts are created. These, too, are considered working
copies and non-records until the final revision is completed, at which
point it becomes a separate record. What should the system do with the
interim versions (11-14 or v2 1-4)?
More generally, How should an organization manage versions of documents
that are subsequently declared and filed as records? Do all of the
versions become records? Should the system delete all except the filed
version? Is this more or less a decision that the records manager has to
make each time? If so, is there any way to automate some of these
tedious actions?
In the interests of full disclosure, I do work for a vendor in the
space.
Thanks in advance for your consideration,
Jesse Wilkins
CDIA+, LIT/ERM, ICP, EDP
IMR
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List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
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