Section 7: Records Management in an Enterprise Content Management Systems
Enterprise 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:
- OnBasewas 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.
- ProjectWisewas 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.
- SharePointis 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:
Enterprise 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”.
State 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:
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:
- Ensure secure retention of official records for the appropriate period.
- Identify records/documents that are eligible for destruction.
- Coordinate approval of, or withholding from destruction, by the appropriate authority.
- Conduct the actual destruction of the records.
- Document their destruction.