DAMA-DMBOK: Data Management Body of Knowledge (2nd Edition) by DAMA International

DAMA-DMBOK: Data Management Body of Knowledge (2nd Edition) by DAMA International

Author:DAMA International [DAMA International]
Language: eng
Format: epub
Tags: Big Data
Publisher: Technics Publications
Published: 2017-07-09T16:00:00+00:00


2. Activities

2.1 Plan for Lifecycle Management

The practice of document management involves planning for a document’s lifecycle, from its creation or receipt, through its distribution, storage, retrieval, archiving and potential destruction. Planning includes developing classification / indexing systems and taxonomies that enable storage and retrieval of documents. Importantly, lifecycle planning requires creating policy specifically for records.

First, identify the organizational unit responsible for managing the documents and records. That unit coordinates the access and distribution internally and externally, and integrates best practices and process flows with other departments throughout the organization. It also develops an overall document management plan that includes a business continuity plan for vital documents and records. The unit ensures it follows retention policies aligned with company standards and government regulations. It ensures that records required for long-term needs are properly archived and that others are properly destroyed at the end of their lifecycle in accordance with organizational requirements, statutes, and regulations.

2.1.1 Plan for Records Management

Records management starts with a clear definition of what constitutes a record. The team that defines records for a functional area should include SMEs from that area along with people who understand the systems that enable management of the records.

Managing electronic records requires decisions about where to store current, active records and how to archive older records. Despite the widespread use of electronic media, paper records are not going away in the near term. A records management approach should account for paper records and unstructured data as well as structured electronic records.

2.1.2 Develop a Content Strategy

Planning for content management should directly support the organization’s approach to providing relevant and useful content in an efficient and comprehensive manner. A plan should account for content drivers (the reasons content is needed), content creation and delivery. Content requirements should drive technology decisions, such as the selection of a content management system.

A content strategy should start with an inventory of current state and a gap assessment. The strategy defines how content will be prioritized, organized, and accessed. Assessment often reveals ways to streamline production, workflow, and approval processes for content creation. A unified content strategy emphasizes designing modular content components for reusability rather than creating standalone content.

Enabling people to find different types of content through Metadata categorization and search engine optimization (SEO) is critical to any content strategy. Provide recommendations on content creation, publication, and governance. Policies, standards, and guidelines that apply to content and its lifecycle are useful to sustain and evolve an organization’s content strategy.

2.1.3 Create Content Handling Policies

Policies codify requirements by describing principles, direction, and guidelines for action. They help employees understand and comply with the requirements for document and records management.

Most document management programs have policies related to:



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