Scribd Logo
Upload

Welcome to Scribd!

  • 154 views

    EDPM - Document Management - File Retention and Versioning

    Uploaded by

    Joel Wong
    This document discusses document management topics including file retention, archiving, version control, and metadata. It addresses legal retention periods, archiving procedures, and the importance of tracking document versions and metadata for collaboration. Specific file retention periods are outlined for various document types. Version control can be managed through metadata or a version numbering system. Archiving best practices including storage considerations are presented.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    EDPM - Document Management - File Retention and Versioning

    Uploaded by

    Joel Wong
    154 views13 pages
    This document discusses document management topics including file retention, archiving, version control, and metadata. It addresses legal retention periods, archiving procedures, and the importance of tracking document versions and metadata for collaboration. Specific file retention periods are outlined for various document types. Version control can be managed through metadata or a version numbering system. Archiving best practices including storage considerations are presented.

    Copyright

    © © All Rights Reserved

    Available Formats

    PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    This document discusses document management topics including file retention, archiving, version control, and metadata. It addresses legal retention periods, archiving procedures, and the importance of tracking document versions and metadata for collaboration. Specific file retention periods are outlined for various document types. Version control can be managed through metadata or a version numbering system. Archiving best practices including storage considerations are presented.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    154 views13 pages

    EDPM - Document Management - File Retention and Versioning

    Uploaded by

    Joel Wong
    This document discusses document management topics including file retention, archiving, version control, and metadata. It addresses legal retention periods, archiving procedures, and the importance of tracking document versions and metadata for collaboration. Specific file retention periods are outlined for various document types. Version control can be managed through metadata or a version numbering system. Archiving best practices including storage considerations are presented.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 13

    Document

    Management
    EDPM: Section 8; S.O 6,7
    Discuss Home-Work Research on
    disaster mechanisms.
    Agenda File Retention Issues
    Document Tracking Methods
    Past Paper Questions Review

    19&23/09/2022 EDPM: Section 8; S.O. 6,7 2


    Division of issues

    Document
    File Retention
    Tracking

    Retention Period Legal Limit for


    Archiving Versioning Metadata
    and Disposal retaining files

    19&23/09/2022 EDPM: Section 8; S.O. 6,7 3


    File retention
    S.O. 6
    Introduction
    Every organization should have a file retention policy specifying how long documents should be retained for (retention period) –
    these may further be guided by national or ministerial policies. The time period stipulated by law is known as the legal limit. The
    destruction date is the date when the document is not legally required to be preserved – note that some organisations may
    exceed this date.
    TO DO: Find out the minimum retention times of the following
    documents in Guyana:
    Financial Statements and Returns
    Contracts
    Company Registration Documents
    Official Documents

    5
    File Retention cont’d
    A classified inventory of records should be maintained and regularly checked to determine
    eligibility for destruction.
    Upon the destruction of a document after its retention period, a certificate of destruction
    should prepared. Additionally, sensitive documents should be shredded or incinerated. If
    stored digitally, the hard drive should be physically destroyed.
    TO THINK ABOUT: What are some reasons
    for file retention?

    6
    Archiving
    An archive is a collection of files created or received and accumulated by an institution or
    organization in the course of routine business and retained due to continuing or enduring
    value. (Campbell & Bogle-Graham, 2012) Archiving is the process of relocating those
    records from the active filing area to storage – digital or hard copy. (Jacob et al., 2012)
    Points to Consider When Creating an Archive Area:
    Size Security/Access Control Environmental Threats Maintenance Organisation

    7
    Version Control
    S.O. 7
    Version control - Introduction
    This is the management of multiple versions of the same document. It is extremely
    important when collaborating or when multiple persons have access to a document.
    Collaboration software has made this relatively easy now.
    Two Methods of Version Control:
    - Metadata
    - Versioning

    9
    Versioning
    This is great for tracking successive versions of documents that change over time.
    It starts with the document’s date and version included in the header or footer.
    First Draft is indicated by 0.1 and subsequent drafts are incremented by 0.1
    First Final is indicated by 1.0 and subsequent revisions follow as stated above e.g. 1.1
    Subsequent finals have the ones place incremented by 1.
    For Example: A document with the version number of 4.5 means that it is the 4th final version revised
    for the 5th time.

    10
    Metadata
    Meta – self-referential.
    Hence, metadata refers to data about data.
    Commonly, some data included in the metadata (usually added to the end of the file name
    or found in the file header) is the date modified./created.

    11
    Exam-Style questions

    Pages 297 to 300 of the Macmillan EDPM Textbook

    19&23/09/2022 EDPM: Section 8; S.O. 6,7 12


    Don’t forget To PRACTICE TYPING!

    Ms. T. Pyle [email protected] Primary IT Lab Monday, Thursday or Friday

    19&23/09/2022 EDPM: Section 8; S.O. 6,7 13

    You might also like