Introduction:
The final chapter that will be cover is, “the record and information management program (RIM). (381) In this stage of expanding our knowledge we need to exam and discuss all components of RIM. The goal of learning this information will be to have a career in this field of study. Part of this discuss will be elaborating on the responsibilities, purpose, and guidelines in the RIM program. A considerable amount of companies in todays, business environment have a back-up plan guard against natural disasters and system malfunctions. The main concepts and terms will expand our knowledge on of RIM program.
Key Points:
We need to discuss what the RIM Program responsibilities and components are and how they are used in record management. The responsible for the storage of all records be it media files or other files. The main components of the RIM program are: “record storage; retention and destruction; compliance; active records management; and inactive records management.”(382-387) Record storage is based on the life cycle of the records. The record life cycle is whether the files are in an active status or an inactive status. “The business also has to decide how much their budget allows for materials and equipment needed to store the files and media. The storage environment needs to be a clean dry space, free of clutter, and environmental elements; such as, dust.”(382)
The process for record retention and destruction play another large part of record management. The retention is based on the amount of space a company has to store the information. Active files are stored at your place of business and inactive files are stored at an offsite location. Then management will decide how long the records will stay in active s...
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...task required of us by employers. The RIM program information allowed us to learn about vital components need to protect the life cycle of records. The tools or skills need to create or evaluate a record cycle is demonstrated; as well as, when to retain information or destroy it. The RIM program also gives us an insight into the laws and regulation needs to protect records. Records like many other things in today society have to be recorded, controlled, and inventory periodically. If company information is vital to the success of the company must also look at how to protect it from a disaster. The final information is simple knowing about management, integrated RIM software, and implementing policy in regard to RIM software.
Works Cited
Read, J., & Ginn, M. L. (2008). Chapter 12. Record Management (9th ed., pp. 381-401). Mason,OH: South-Western Cengage Learning.
13th Ed. -. Jo Ray McCuen-Metherell and Anthony C. Winkler. Mason, OH: Cengage Learning, 2011. 428.
1.1 Describe Systems and Procedures for Storing and Retrieving Information Collect documents to be filed, sort in to alphabetical, numerical or chronological order, find the relevant file and place the document inside after it’s divider, and return the file to its original place. Confidential files should be kept in a lockable cabinet and old documents should be shredded after the length of time outlined by the organisation. Electronic filing is similar but on the computer. It is important to name files so that they are easily recognisable by everyone who may need to access it. If the information is confidential it should be encrypted with a password to prevent unauthorised access.
These records must be kept safe and in an organised manner such as keeping the records in a file, keeping them on a computer, in an accident book or in a written log book. Whatever method the records are stored they must be kept in a safe place as RIDDOR record books must be kept for a minimum of three years after the date of the last incident reported and recorded. Good practice recommends th...
Every piece of information must be traceable back to the data input that produced it. The main action of audit trail is captures a sources of all data items at the time of getting entrance into the system. The other constituent of input control and security involves data security rules and measures to protect data from being or lost or damaged. The records retention policy is the practice of storing documents in a safe location and making sure to see to legal requirements or business needs. Input security and control also involves the process of encrypting or encryption of data so only users with the code it software can read
A hierarchy system of who is to be allowed access to camera recordings would be implemented and a specific time frame would be created for the storage of recording data. A recording may be kept for a week and after that it should be removed from the data servers. However, if a recording is flagged for any reason, whether it is for an investigation, it must be kept for a substantial amount of time until its usage is no longer needed. In this case, it will free up space for storage and save money from purchasing data storage.
Learning Experience Journal Entry – Director of Health Information Management and the Supervisor of Medical Records Coder
Security helps the organization meet its business objectives or mission by protecting its physical and financial resources, reputation, legal position, employees, and other tangible and intangible assets through the selection and application of appropriate safeguards. Businesses should establish roles and responsibilities of all personnel and staff members. However, a Chief Information Officer should be appointed to direct an organization’s day to day management of information assets. Supporting roles are performed by the service providers and include systems operations, whose personnel design and operate the computer systems. Each team member must be held accountable in ensuring all of the rules and policies are being followed, as well as, understanding their roles, responsibilities and functions. Organizations information processing systems are vulnerable to many threats that can inflict various types of damage that can result in significant losses (Harris, 2014). Losses can come from actions from trusted employees that defraud the system, outside hackers, or from careless data entry. The major threat to information protection is error and omissions that data entry personnel, users, system operators and programmers make. To better protect business information resources, organizations should conduct a risk analysis to see what
Health information management involves the practice of maintaining and taking care of health records in hospitals, health insurance companies and other health institutions, by the use of electronic means (McWay 176). Storage of medical information is carried out by health information management and HIT professionals using information systems that suit the needs of these institutions. This paper answers four major questions concerning health information systems.
Establish a file plan/structure for the drive/directory that will hold the incoming records. Know how much information is coming in and plan for how much additional information will be stored over time;
the key impacts on how staff and teams are organized are similar. The most important questioned to address may not be how are staff currently being reorganized in the wake of new technologies, but rather how should staff best be deployed to take full advantages of the potential available. Other than that, to manage electronic records, we need records manager who had skills and information on how to handle the tools to manage those records. Before these recent years, all the records are being managed in form of paper based, so it must be difficult for the records managers who are more familiar with records in paper based to become expert in managing electronic records. They need to be train well on how to manage the electronic records to make them expert on it. It must be take long time to trained the especially if the record managers or staff are older. In addition, consider differences among generations in technology usage during their respective formative, pre-working years, the technological skills and expectation they ultimately bring to the workplace and their influence on work practices and recordkeeping, in particular as their members reach senior professional and managerial positions. Today technological issues offer fewer insurmountable barriers to implementation of sound recordkeeping solutions than do organizational and cultural factors, while technological innovations plays large role in recordkeeping issues and opportunities to deal with them. Because of the lack of skill of the staff, the organization would execute and budgeting staff are accustomed to funding technology projects by trading labor as human for capital as the technology investments, when in fact the necessity to maintain some records in paper form requ...
Stair, R. M. (2008) Fundamentals of business information systems, Australia; United Kingdom: Course Technology CENGAGE Learning.
Maintenance of Records - ensures all Employment Equity records are maintained in a secure fashion to ensure strictest confidentiality.
Stair, R. & Reynolds, G. (2003). Fundamentals of Information Systems, Second Edition. [University of Phoenix Custom Edition e-text]. Boston. MA: Course Technology, a division of Thomson Learning, Inc. Retrieved October 1, 2006, from University of Phoenix, Resource, CIS564 ¡V Information Management in Business Course Web site.
When planning to implement a document management system, there are many factors to consider. First you have to consider how you want to store your documents, be it electronic, paper format, or both; you have to have adequate storage space. Next you have to decide whether you are going to attempt to archive old documents your organization has in storage. A major factor in determining the format you are going to save your documents in is to decide the length of time you wish to keep you documents and the amount of space you have in which to keep your documents. If you are going to keep your documents in a paper format you have to keep in mind the amount of space it will take to store them. Another consideration when determining storage of your organizations documents is how you want to organize your documents be it chronologically or subject based, you need to decide what works best for your organization. And lastly you have to decide how you are going to take those old documents, created before computers, and turn them in to a format which can be stored electronically. There are many different formats which can be beneficial when keeping an archive of documents. There are many reasons why documents need to be managed. First and foremost they serve as a historical log of where your organization came from and they will help shape where your organization can go in the future. Documents can be a reference of how past projects were worked and offer practical solutions for issues which come up in all projects. Keeping documents can be beneficial for every organization, from keeping records to showing where the organization can go, documents play a part in the every day workings of every organization.
Laudon C. & J. Laudon (2003: 5th edition) Essentials of Management Information Systems. London: Prentice Hall International Limited