Section 7: Records Management in an Enterprise Content Management Systems
Anchor: #i1037175Enterprise Content Management Systems
An Enterprise Content Management system is a combination of strategy, methods and tools used to capture, manage, store, preserve and deliver information supporting key processes throughout the lifecycle of the record. Document and record life cycle management is an essential component when uploading records/documents to an Electronic Content Management system. Most of the Electronic Content Management system planning involves document organization, records retention identification, document security and employee roles and responsibilities to properly align the document life cycle.
Electronic Content Management systems such as OnBase, ProjectWise, and SharePoint are all examples of Electronic Content Management systems at TxDOT.
Below is a brief description of the primary Electronic Content Management systems:
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- OnBase was first incorporate by TxDOT in 2016. It is the preferred Electronic Content Management system at TxDOT for the storage and retention of final official records. The system has a records retention functionality built in. Anchor: #OMPOSDNG
- ProjectWise was first incorporated by TxDOT in 2015. The department uses ProjectWise to manage, share and distribute project content within a single platform. ProjectWise streamlines team collaboration and manages engineering and construction documents in a common data environment. Anchor: #DFBEUOSX
- SharePoint is a web-based collaboration platform that integrates with Microsoft Office. Each Division and Districts manages their own sites.
OnBase Records Management User Guides
OnBase user guides provide information on how to User Guides have been developed for planning and implementing OnBase for Enterprise Content Management with step-by-step processes:
OnBase Records Retention User Guide for Records Managers
OnBase Records Retention User Guide for Records Administrators
OnBase Records Retention User Guide for Records Coordinators
Anchor: #i1037279Enterprise Content Management Record Ownership Responsibility and Authority
Enterprise Content Management “Ownership” of records includes the responsibility for their proper security, integrity, retention, and the review process to authorize the records destruction. It includes the authority to withhold official records from destruction when appropriate or necessary. The responsibility and authority typically belong to Records Administrators and Subject Matter Experts involved with official records. Determining ownership may involve coordination between offices to determine the appropriate Enterprise Content Management library for the record or document and the level of security for the various users who will need to access the documents during both active process and inactive.
See Chapter 2 for more information on “Official Record Responsibility”.
Anchor: #i1037299State Archives Requirements for Electronic Records
In 2016, Texas State Library and Archives Commission – State Archives Division began accepting electronic records that require archival review. For more information on electronic transfers to State Archives, click on link: Texas Digital Archive (TDA) Transfer Procedures
Records identified in the Records Retention Schedule with an Archival Code of “R” (Review by State Archives) or “A” (Transfer to State Archives) cannot be destroyed until they have been reviewed by the State Archives for historical value. For more information of state archive requirements, please refer to Chapter 11, “Archiving and Destroying Records”.
OnBase has the capability of identifying official records that require archival review using metadata/keywords. Coordination between the Records Administrators and Records Management is required to export records from OnBase and transfer electronically to State Archives.
Records management procedures in an Enterprise Content Mangement system are the same as those for records in any medium and include steps to:
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- Ensure secure retention of official records for the appropriate period. Anchor: #DGYDQXSJ
- Identify records/documents that are eligible for destruction. Anchor: #SYCHCQMV
- Coordinate approval of, or withholding from destruction, by the appropriate authority. Anchor: #QMNAQPMK
- Conduct the actual destruction of the records. Anchor: #BKCHKOFY
- Document their destruction.