EDUCAUSE | Electronic Records Management

Podcast: Ganesan Ravishanker on the Democracy and Pitfalls of Data Analytics

Thu, 12 Jul 2012 20:02:35 +0000

Ganesan Ravishanker is Chief Information Officer at Wellesley College. In this conversation he shares his cautious insights into the challenges and benefits of analytics.

Records Management: Information Security's New Best Friend

Mon, 24 Jan 2011 22:01:59 +0000

The University of Virginia in 2008 took the unique step of aligning records management (formerly in the library) with information security. Records management, perceived to concern paper records, has grown into a technology-driven profession where management of electronic information has become the primary interest. In this session, UVa's records management officer will discuss records management theory and best practices for the retention and disposition of all media (paper or digital). Information security should be best friends with records management (whether part of the same department or not) to enhance compliance, efficiencies, and education throughout the institution.

U.S. Department of Education Releases Two Technical Briefs Related to Privacy and Security Issues

Thu, 09 Dec 2010 22:19:03 +0000

The U.S. Department of Education has released the first two technical briefs in a series of guides related to privacy and security issues: Basic Concepts and Definitions for Privacy and Confidentiality in Student Education Records and Data Stewardship: Managing Personally Identifiable Information in Electronic Student Education Records.

Top Information Security Concerns for Campus Executives & Data Stewards

Tue, 21 Sep 2010 20:54:20 +0000

One of the Higher Education Information Security Council's goals is to help information security professionals frame information security challenges in a way that appeals more broadly to institutional leaders. This new HEISC resource, Top Information Security Concerns for Campus Executives & Data Stewards, is the first in a series of awareness messages targeted to different institutional audiences. We want to encourage campus executives, data stewards, and others to explore information security from their own perspective and see how it relates to their responsibilities on campus. This resource may serve as a tool to help start a conversation on campus and share additional resources.

Your feedback is welcome! Please send an e-mail to security-council@educause.edu.

Electronic Records Management: Today’s High Stakes

Tue, 20 Apr 2010 14:12:39 +0000

This ECAR research bulletin discusses the issues involved in successful electronic records management and provides guidance on how to start and sustain an electronic records management program at your institution. As a foundation for this bulletin, the authors base their insights on professional experience as well as careful exploration of the proceedings of an electronic records forum, “Managing University Digital Assets and Resources: Collaborative Approaches and Persistent Challenges,” held at Michigan State University in September 2008, and Ronald Yanosky’s 2009 ECAR research study, Institutional Data Management in Higher Education. The research bulletin also draws upon the experiences of many higher education institutions to recommend strategies for institutions moving forward.

Citation for this Work: Ghering, Cynthia, Judith Borreson Caruso, and David Gift. “Electronic Records Management: Today’s High Stakes” (Research Bulletin 8, 2010). Boulder, CO: EDUCAUSE Center for Applied Research, 2010, available from http://www.educause.edu/ecar.

Data Minimization: Don't Keep It All Forever

Mon, 19 Apr 2010 13:37:59 +0000

Data at educational institutions multiply exponentially and, without proper management, can expose schools to major risks (data exposure, e-discovery expense, escalating storage costs, damage to institutional reputation, and legal noncompliance). The University of Virginia took the innovative step of aligning records management with information security and policy to minimize and protect sensitive information. This session will review the risks of unlimited data retention and highlight strategies and challenges of changing the culture of keeping it all forever.

Cornell University's Retention of University Records

Wed, 20 Jan 2010 19:10:00 +0000

Cornell University requires that university records, as defined herein,regardless of format, be disposed of or retained for specific periods of time in accordance with legal or other institutional requirements, or for historical value. The university has designated official repositories to manage the retention and disposal of these records according to procedures outlined in this document.

New Electronic Records Management Toolkit Also Addresses E-Discovery and Records Retention & Disposition

Wed, 18 Nov 2009 17:09:57 +0000

The Electronic Records Management Toolkit is now available in wiki format and addresses issues related to electronic records management, e-discovery, and records retention & disposition.

We all create and use information every day. Taking care of that information (in all its many forms) is an effort requiring shared responsibility by each member of a specific community. Just figuring out where to start and what needs to be done can be a time-consuming task.

Records Retention and Disposition

Fri, 28 Aug 2009 21:42:46 +0000

Retention Scheduling

Retention scheduling is the process of determining the life of a record in each stage of the information life cycle (from creation through disposition). Scheduling takes into consideration not only the practical business life of records (satisfying administrative, fiscal, and research needs) but also federal, state and local regulatory requirements.

The length of time a record must be kept to meet these requirements is referred to as its retention period. Records retention schedules are a critical component of a records and information management program. In its most basic form, a records retention schedule identifies the records to be managed and communicates how long the records are to be retained. A records retention schedule provides direction and guidance on recordkeeping requirements and conditions.

Getting Started with ERM

Tue, 25 Aug 2009 22:26:15 +0000

[[Electronic Records Management Toolkit]] (Home Page)
Getting Started with ERM
[[What Others Are Doing with ERM]]
[[Additional ERM Resources]]

Practical Guide to Getting Started

So what’s the best way to get started? The answer to that question will largely depend on the particular culture of your campus and your knowledge of the players involved.

No matter where you start, though, you likely won’t get far unless you have the support of top-level administration, and can build a critical mass of people within the community who understand (and can help others understand) what’s at stake.

Electronic Records Management Toolkit

Tue, 25 Aug 2009 20:53:20 +0000

Purpose

To provide a practical set of resources that will assist members of the higher education community in addressing related issues of electronic records management, e-discovery, and data retention on their own campuses.

Introduction

Electronic Records Management Toolkit Now Available

Tue, 18 Aug 2009 15:57:12 +0000

The Higher Education Information Security Council (formerly the Security Task Force) has recently developed an Electronic Records Management Toolkit in order to provide a practical set of resources that will assist members of the higher education community in addressing related issues of electronic records management, e-discovery, and data retention on their own campuses.

Electronic Records Management Toolkit

Fri, 14 Aug 2009 16:34:29 +0000

Members of the Higher Education Information Security Council crated this toolkit to provide a practical set of resources that will assist members of the higher education community in addressing related issues of electronic records management, e-discovery, and data retention on their own campuses.

Some institutions have done a lot of work in this area, while others have just gotten started, and still others have done little or nothing. We all have an opportunity to learn from and share with each other. This set of resources is intended to be a collaborative and evolving effort. Please use this forum to share what you have done! It might be just what someone else is looking for. This toolkit will provide valuable information on the following areas;

Background information on this issue
Help getting started
Examples of what others are doing

Institutional Data Management Survey

Thu, 05 Feb 2009 18:33:43 +0000

This February 2009 survey is a critical component of the EDUCAUSE Center on Applied Research (ECAR) study of institutional data management in higher education. For purposes of this study, institutional data management includes the policies and practices by which colleges and universities collect, protect, and use digital information assets to meet academic and business needs. The survey asks CIOs at EDUCAUSE member institutions to assess data management practices and outcomes at their institutions. The study that evolves from this survey and related research will report on associations between specific practices or circumstances and better outcomes.

Citation for this work: EDUCAUSE Center for Applied Research. "Institutional Data Management Survey" (Survey Instrument). Boulder, CO: ECAR, 2009, available from http://www.educause.edu/ecar.

Seminar 12A - Solutions for E-Mail Management and Responding to Litigation Holds: A Case Study
PLEASE NOTE: Separate registration and fee is required to attend this seminar.

Wed, 19 Nov 2008 23:29:40 +0000

The use of electronic mail by university employees has become the standard for business communication, yet its use has not been accompanied by records management solutions. With the passage in December 2006 of amendments to the federal rules of civil procedure, however, all "electronically stored information" including e-mail has explicitly been identified as an important source of evidence in federal lawsuits. Thus, university employees at both public and private institutions of higher education must manage their e-mail in a legally compliant manner. The University of Wisconsin System has implemented a records management program whereby all 42,000 employees receive the training, tools, resources, and legal authority to manage their e-mail accounts. This project affords other institutions the opportunity to use components of the program and integrate them into their own efforts to provide employees with guidance on managing e-mail in a legally compliant manner. Note that this seminar will provide transferable guidance that can be used within any information system.

Seminar 02A - Developing an Information Management Program
PLEASE NOTE: Separate registration and fee is required to attend this seminar.

Mon, 10 Nov 2008 20:06:13 +0000

Everyone within an institution of higher education has a responsibility to access, use, and disclose organizational information in a responsible manner, compliant with institutional policy and legal statutes. This responsibility extends to other parties granted access to institutional information. Improper maintenance, disposal, or release of institutional administrative information exposes the organization to significant risk. A comprehensive information management program will improve the information-handling and administrative processes, the security of private information, and the management of institutional records and will facilitate the preservation of the institutional memory. Explore from three different institutional perspectives the interplay of a variety of information management topics including building support and buy-in, developing records retention and disposition schedules, managing electronic records, effectively administering e-discovery and requests for release of records, handling inappropriate release of information, implementing data classification and security requirements, maintaining the privacy and security of information, and developing policies and educational requirements.

How to Implement Electronic Document Management Successfully: A Community College's Recommendations for Success

Wed, 29 Oct 2008 13:40:33 +0000

This session will demonstrate how, after two failed attempts, Palm Beach Community College improved student services and disaster recovery measures by transitioning from paper-based processes to electronic. The presenter will highlight improvements in turnaround time, efficiency, and compliance and discuss the enterprise vision and analysis that led to their success.

The Academic Archives of the Future

Fri, 29 Feb 2008 20:09:44 +0000

The seismic shift from paper to digital information and evidence systems ought to cause some reflection on the archival mission in higher education. As institutions have charged ahead to utilize every kind of new digital technology, most college and university archives have tended to overlook the implications of these technologies for academic documentation.

How to Prepare and Implement a Disaster Recovery Plan

Wed, 29 Aug 2007 20:56:03 +0000

This is the University of Missouri's Records Management Department's Disaster Recovery Plan.

Implications of the Proposed New Federal Rules for E-Discovery

Tue, 24 May 2005 16:29:28 +0000

The federal judiciary has proposed changes to the Federal Rules of Civil Procedure, which will likely change the way data is currently managed. Although the changes might not take effect until 2006, an overview of the proposed changes and possible IT ramifications will be presented.

E-Sign Web Forms Replace Paper Forms

Tue, 24 May 2005 16:29:27 +0000

Western's very portable and expandable e-sign application replaces paper with electronic forms, allowing easy data entry via the Web and easy routing via e-mail using simple HTML form development tools. More than 80 electronic forms are now routed and processed in hours, compared to days or weeks. Unlike paper forms, no e-sign Web form has been lost. Once a form has been submitted, authorized users can open it to see who is next to approve or process it.

Microdea Inc. - No More Hard Copy Student Files

Tue, 24 May 2005 16:29:26 +0000

Over the past year and a half, the University of Calgary, together with Microdea, has implemented an electronic document management system to replace student hard copy files. The electronic student files can be accessed by many departments and several senior administrators. The presentation will focus on the many challenges, obstacles, and successes of this implementation.

Flowing Through EDEN: Delivering Business Transactions Online to the University

Wed, 16 Jun 2004 15:29:32 +0000

Business activities are increasingly conducted with electronic transactions (e-documents) in Web-based systems. Indiana University's EDEN Workflow infrastructure now routes these e-docs quickly, accurately, and automatically through university business rules. From IU's OneStart portal, users respond to their e-docs in the appropriate format, at the right time, and from various applications.

Information Security Guide: Effective Practices and Solutions for Higher Education

Wed, 28 Jan 2004 20:47:24 +0000

This resource is being created to provide practical approaches to preventing, detecting, and responding to security problems in a wide range of higher education environments. This online service is designed with colleges and universities in mind, balancing our need for security with the need for an open, collaborative networking environment.

Featured Resources include but are not limited to;

Confidential Data Handling Blueprint
Data Classification Toolkit
Data Incident Notification Toolkit
Data Protection Contractual Language: Common Themes and Examples
Guidelines for Data De-Identification or Anonymization
Guidelines for Information Media Sanitization
Electronic Records Management Toolkit
Guidelines for Responding to Compulsory Legal Requests for Information
Hot Topics (e.g., malware, mobile devices, and social networking)
Information Security Governance
National Cyber Security Awareness Month Resource Kit
PCI DSS (Payment Card Industry Data Security Standard) Resource Page
Risk Assessment Consultants List, Sample RFPs, and Tools List
Risk Management Framework
Security Awareness Quick Start Guide, Detailed Instruction Manual, and Speakers Bureau
Top Information Security Concerns for Campus Executives and Data Stewards
Top Information Security Concerns for HR Leaders & Process Participants - Protecting Your HR Assets
Additional Toolkits

Organizing & Managing Information Resources on Your Campus

Thu, 01 May 2003 22:02:02 +0000

In recent years, colleges and universities have experienced tremendous growth in the applications of electronic information and the technologies that support the effective manipulation, transmission, storage, and use of that information. Because the growth has been so rapid, campus leaders are often challenged to effectively manage this increasingly critical function. Organizing and Managing Information Resources on Your Campus, the seventh book in the leadership series, provides an overview of current thinking about the most important issues involved in managing information technology and services on campus. This book offers information on how to plan, organize, fund, assess, and govern these strategic assets.

Acknowledgements

The Authors

Chapter 1: Managing the Complexity of Campus Information Resource, Polley Ann McClure

Chapter 2: Building an Effective Governance and Decision-Making Structure for Information Technology

James I. Penrod

Chapter 3: Organizing Information Resources for Effective IT Management

James G. Neal, Polley Ann McClure

Chapter 4: Getting Beyond Budget Dust to Sustainable Models for Funding Information Technology

David L. Smallen, Jack McCredie

Chapter 5: Sourcing Information Technology Services

Alan McCord

Chapter 6: Resolving Information Technology Policy Issues on the Networked Campus