8/16/2010

OFFICE AUTOMATION & MANAGEMENT OF RECORDS

OFFICE
A PRESENTATION BY

B. G. GUPTA
bggupta1@gmail.com

WHAT IS AN OFFICE?
Place of business where professional or clerical duties are performed; An office is generally a room or other area in which people work. The term office may refer to business related tasks. In legal writing, a company or organization has offices in any place that it has an official presence, "The office of the future may not be an office."

THE RECENT DEVELOPMENTS

Rapid increase in the number schemes, projects and plans. Increase in the number of transactions per scheme. Huge and increasing data-base. Urgent need for transparency, speedy information.

Higher administrative efficiency and accountability.

Disseminating information to the public and other agencies. Transmission of information to Government. Increased workload especially paperwork.

SOME MORE STATISTICS

The average office worker wastes six weeks a year retrieving misplaced information on desks or in files. At a salary of Rs. 4 lakhs per year, this translates into Rs. 50,000 per worker. Office workers spend 40-60% of their time working with paper. Despite visions of a paperless office, 99% of all information is still transmitted using paper. 80% of filed papers are never referenced again. Negative employees cost offices Crors of Rupees in lost productivity, rework and time loss.

SUCCESS IS MORE A FUNCTION OF CONSISTENT COMMON SENSE THAN IT IS OF GENIUS.

An Wang, founder of Wang Computers

HOW MANY OFFICE WORKERS ARE THERE?

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WHAT DO WE DO IN AN OFFICE?
1. 2. 3. 4. CAPTURE INFORMATION. PROCESS INFORMATION. PRODUCE DOCUMENTS. TRANSFER INFORMATION.

SIMPLE PAPER MATHEMATICS

Number of districts Number of offices per district Employees per office Sheet per hour Sheets per year Reems per Yr.per office Total Reems per year Total Cost in Rs. Cror Total Weight in Tonns. 10% Reduction means savings of Rs. Cror 1 1 1 1 1600 3.2 3.2 0.000064 0.0064 0.0000064 Price per 500 in Rs. Weight per 500 in Kg. 200 2

5.
6. 7.

TRANSFER DOCUMENTS.
STORE DOCUMENTS & INFORMATION. RETRIEVE INFORMATION & DOCUMENTS.

WHAT IS THE MEDIUM FOR ALL THE ABOVE?

PAPER!

GROWTH RATE IS 20%

What Can You Do?

The most significant and immediate way to reduce the environmental and financial costs associated with paper is to

RECORDS MANAGEMENT
THE MAJOR FUNCTION OF AN OFFICE

USE LESS PAPER!

RECORDS MANAGEMENT
NOT NEW, BUT NEVER MORE IMPORTANT!
Let your Eminence give orders throughout each and every province that a building be erected in which to store the records . . . so that they may remain uncorrupted and may be found quickly by those requiring them . . .
The Emperor Justinian Roman Empire, 6th century A.D.

BUSINESS RECORDKEEPING AT THE CROSSROADS OF CHANGE

The creation and maintenance of business records on computers is, easily, the biggest revolution in recordkeeping ever! And, were right in the middle of it!

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What is Recordkeeping System?

ISO Records Management Standard 15489 identifies three primary characteristics of records that must be managed by a recordkeeping system: The essential characteristics include:

RELIABILITY - 1
Reliability refers to the authority and trustworthiness of records as evidence. A reliable record is one whose contents can be trusted as a complete and accurate representation of the transactions, activities or facts which they document. Reliability is about maintaining the identity of a record, or those attributes, including context and provenance, that uniquely characterize it and distinguish it from other records.

Authenticity Reliability Integrity

RELIABILITY - 2
Validating reliability entails verifying that an object is indeed what it claims to be, or what it is claimed to be (by external metadata). For example, an object may claim to be created on a given date, to be authored by a specific person, or to be the object that corresponds with a name or identifier assigned by some organization.

INTEGRITY - 1
Record integrity requires that records are protected from unauthorized and undocumented alteration or deletion. In other words, it is a requirement that we what captured or migrated is the same set of sequences of bits that came into existence when the object was created. In order to confirm the record is unchanged or that only authorized and appropriate changes have been made, the status of the records and the presence or absence of changes has to be auditable or traceable.

INTEGRITY - 2
One vital type of control is a requirement that only authorized record creators can perform these functions. Other types of controls that define integrity include:
Procedures to prevent, discover, and correct loss or corruption of records; Measures to guarantee the continuing identity and integrity of records against media deterioration and across technological change; Where multiple copies of records exist, formal procedures for identifying the authoritative record; Where planned and conscious changes were made, such as the in the preservation process, the creation of metadata that will reflect how the record was modified and who authorized it

Recordkeeping Requirements
Capture Records: The term capture typically represents the processes of: 1) Registering a record with a unique ID and a time and date when record entered the recordkeeping system; 2) Assigning classification and retention/ disposal metadata to the record(s); 3) Adding additional metadata defining the context, content, structure and management of the record(s), and retaining this metadata in a tightly bound relationship to record content; 4) transferring and storing the record in a recordkeeping repository.

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Recordkeeping Requirements
Capture Record Metadata The recordkeeping system must support the capture and presentation of metadata for electronic records

Recordkeeping Requirements
Support Audit Control The system must maintain audit trails for all processes that create, update or modify, delete, access and use records, categories or files of records, metadata associated with records, and the classification schemes that manage the records

Recordkeeping Requirements
Manage Security and Control The system must control access to the records according to well-defined criteria

Recordkeeping Requirements
Schedule records for disposition System must provide for the automated retention of records with long-term value in accordance with authorized and approved disposition schedules. System must provide for the automated destruction of records in accordance with authorized and approved disposition schedules.

Recordkeeping Requirements
Preserve records System must ensure that records, including relevant metadata, notes, attachments, and others, can be converted or migrated to new system hardware, software, and storage media without loss of vital information.

NOW TO CONCLUDE

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The basic economic resource is no longer capital, nor natural resources, nor labor.

It is and will be information / knowledge.

Peter Drucker

A journey of a thousand miles must begin with a single step.

Ancient Chinese proverb

THANKS
bggupta1@gmail.com