Part 1: BRD

IMPLEMENTING

ELECTRONIC

MANAGEMENT SYSTEM

MICHAEL MURDOCK

BSA/525

06/08/2020

WILLIAM GLASSEN

Introduction  The nature of the company demands a EDMS system characterized

by high comparability and use to use

 The new EDMS has the best internal communication and also has versioning

 Effective backup and security and mobile compatibility

 Good in workflow and project management

 Ensures collaboration as it has to be dynamic to collaborate more efficiently in the management of data

Why Hollywood Organic Co-0p needs EDMS

 There is need for in the company to improve internal efficiency among the five stores

 The company must be made competitive to allows the stores to easily make retrievals of documents securely and efficiently hence promoting the overall business competitiveness

 The EDMS will ensure that all the records are not lost for all the stores and help in the retrieval of all the data or the information needed in a quick and reliable manner

 EMDS protects the business and is the safest way to store documents and files

Changing the old document tool

 The old document management tool is not is not effective and is separate. In addition, it is vulnerable to loss of critical documents and low security management

 The data is vulnerable to losses. The electronic system will revolutionize these problems

 The EDMS comes with unified system in for the five store which makes it better secured and ease in data retrieval

 It also comes with the centralization of the data system hence retaining data and ensuring maximum security to the information

components

 The component function converts the documents into digital form

 The system also applies information to the digital files through metadata and the index field with image storage in the data base and on the digital central data system of the stores

 The EDM system is backed up with the search document tool to ease the search for documents through both index search and dull search

 The output provision is through view, email , fax and print

 Finally, it comes with workflow and routine files in ensuring data is well stored and readily available when needed

Document retention policy

Documents to be stored permanently

 Financial records including charts of account, audits, financial statements and the general records

 The corporate documents including the annual corporate fillings, the board meeting minutes , board policies and by laws

 The personnel records including the employee offer letter, the pension records and the benefit description per employee

 The others are annual tax fillings for the organization and the payroll registers

 The insurance records such as the property insurance policy and the insurance claim application

Document retention policy

Documents to be stored semi permanently.

 Cancelled checks , invoices, petty cash receipts and the business expenses for the financial records

 For the tax records , the earing records and the payroll tax returns

 The employees records are the salary ranges , time reports and the job description and performance goals

 The contract such as warranties and vendor expires after 7 years

Policies in EDMS

 The company resolved to move from the traditional documentation system to full possible use of the electronic documentation

 The electronic version of the document becomes the operational version for Hollywood Organic company as long as the criteria in the access and the usage of the electronic documents are met to prevent any form of alteration

 The validity and legality of the policy is based on the UN resolution and recommendation

Standards in the use of EDMS

 The E-documentation involves making all the information of the store available in electronic form in storage ,access and in retrieval

 This involves the legal record keeping , support audit requirement and control mechanism in the business process information

 The electronic copy shall be taken as the Hollywood original copy and shall reflect the principle of non discrimination as outline in the UNCITRAL Model Law on Electronic Commerce

 The standards are outlined on emphasis of metadata and data capture as provided in the corporate metadata standards

 The procedures should recommend standards and models regarding , organizational schema for electronic records, document format/templates and file naming conventions.

Integrity and security

 The company codifies its security standards and employ the use of security procedures in preventing unauthorized modification. This ensures security is at its best especially as some of the members are celebrities

 Having written procedures outlining the controls in place to ensure the integrity of electronic documents so that any copies electronically produced may be deemed to be true and correct copies of the original document.

 Performing virus check to ensure that the documents are free from viruses.

 Procedures and techniques to ensure confidentiality and restricted access to certain documents as defined in the Policy on Records Management.

stakeholders and their responsibilities

 The top management which include the president of the company and the corporate operating committee. Their responsibility is directing the strategy

 The project team is made up of the people dedicated to the project and who have been borrowed on a part time basis

 The manger of the project is the boss in this whole set of migration and decides makes the decision dealing directly with enacting the EDMS

 The peers have vested interest in the product and are the forefront in setting up EDMS

Recommendation for document life cycle

 The process of conversion of data into electrical form starts from document authoring

 The next step is the creation of internal and external collaboration

 The document approval is the next step

 The approval of the document is followed by the digital signature

 The execution and the amendment processing follows

 The document deactivation is the last step when need be

Best EDMS Software's in the market

 The best EDMS software the company can use is eFileCabinet as it is one of the best document management solution

 This software is the best for this company as it makes it easy to stay organized especially in dealing with huge files

 The documents can be easily located based on folder templates . eFileCabinet also keeps a portfolio of your most used documents for quick access.

 M-Files is another and is good because of its power in automating organization processes

 Upload of documents to M -Files the platform automatically organizes the data and offers easy extraction

 M-Files is great for larger teams that need to access documents at different times

reference

 Wan, K., Tuninetti, D., Ji, M., & Caire, G. (2019, July). On coded caching with correlated files. In 2019 IEEE International Symposium on Information Theory (ISIT) (pp. 692-696). IEEE.

 Alhapip, L., Ferdiana, R., & Nugroho, L. E. (2017, August). Comparative analysis of document management systems for document development process in Indonesian Public

Institution: Based on curriculum development at Puskurbuk. In 2017 7th International Annual Engineering Seminar (InAES) (pp. 1-6). IEEE.

 Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019). Concept of electronic document management system (EDMS) as an efficient tool for storing document. Journal of Critical Reviews, 6(5), 85-90.