In the last Advisor, we covered issues surrounding electronic recordkeeping. Today, more principles plus how to get your questions answered at a timely BLR webinar on this increasingly relevant HR topic.
Electronic recordkeeping is wonderful in many ways, but the pitfalls are varied and deep, as we saw in yesterday’s issue. To skirt those danger zones, here are more of the principles of e-recordkeeping generated by the state of Kansas. (See yesterday’s issue for the first two principles):
Principle 3: Manage access to records in a manner that ensures access rights while also protecting confidentiality.
• Capture and maintain system meta-data that specifies appropriate access permissions for records.
• Provide online access to both active and inactive records, when appropriate.
Principle 4: Address recordkeeping considerations in the system planning and development stage.
• Include recordkeeping requirements in project plans and Requests for Proposals (RFPs) for new projects.
• Develop retention and disposition schedules, and recordkeeping plans when appropriate, as part of the system development process.
Who cares about electronic recordkeeping? HR does, more and more. Get your specific questions answered by an expert at the August 6 BLR webinar, Electronic Recordkeeping: What to Keep, What to Toss, What to Scan, and Where to Store It.
Satisfaction assured. Can’t attend? Preorder the CD. Click for details
Principle 5: Ensure the reliability and authenticity of records throughout their period of retention.
• Create and maintain meta-data that adequately reflects the content, context, and structure of records as they were originally created.
• Create and maintain system documentation.
• Maintain accurate system logs.
• Use authentication to identify the users of the system.
• Restrict write permissions as appropriate.
• Create sufficient structural and contextual meta-data at the point of record creation or shortly thereafter.
• Maintain appropriate links between database fields.
HR Had Better Be Involved
In today’s workplaces, e-mailing, texting, blogging, and using the Internet are a way of life. And coming along with all of it are electronic records. They are great in many ways, but pose many challenges.
What are the legalities? Are electronic records as good as paper ones? How secure do they need to be? Should you scan everything into the system? Do you need backups of your backups?
As the branch of business most concerned with people (and, therefore, most liable if careers or reputations are damaged), HR needs to be at the forefront of records management. You need to understand the issues and know the right questions to ask.
Convinced your e-records are safe and accessible? Find out what you need to know at BLR’s August 6 webinar Electronic Recordkeeping: What to Keep, What to Toss, What to Scan, and Where to Store It. Or order the CD if you can’t attend. Satisfaction assured, either way. Click for info
But where can you find out what you need to know? Our editors recommend a new 90-minute webinar titled, Electronic Recordkeeping: What to Keep, What to Toss, What to Scan, and Where to Store It.
The date is August 6, 2008. The time, 1:30 p.m. to 3 p.m. (Eastern Time—adjust for your time zone). As with all BLR webinars, one fee trains all the staff you can fit in the room, you can get your (and their) specific phoned-in or emailed questions answered in an extensive Q&A that follows the presentation, and your satisfaction is assured or you receive a full refund.
What if you can’t attend on that date? Preorder the conference CD. For more information on the conference and the experts presenting it, to register, or to preorder the CD, click here.