Record Management Procedure and Procedure for Document Management - Essay Example

Name : xxxxxxxxxxx Institution : xxxxxxxxxxx Course : xxxxxxxxxxx Title : Procedure Writing Tutor : xxxxxxxxxxx PART A 1 I.T. Administration I.T. Record Management procedure Objectives Safe keeping and maintenance of records in an enterprise is essential part in ensuring that there is smooth running of the enterprise. It is widely acknowledged in Information technology field. Record management specifically ensures that; Provision of historical record of the operation of the enterprise activities is guaranteed as well as the facilitation of sound decision making within the organization. Procedures are provided to give support to the stated policies and to provide assistance to all areas of the enterprise with the specifications of the policies. Procedure Target group BCIT Employees Management of Active paper Electronic forms of records will eventually become prevalent. Nevertheless, a portion of I.T. records are likely to continue existing in paper format. Paper based documents are filed into case files which are assigned with classification numbers within the directory of records. Every single file’s whereabouts becomes standardized within its management approved office responsible as well as the retention schedule. Its availability is facilitated through an automated indexing and methods of retrieval Management of electronic records Objective Electronic records are on the increase. Because they exist in micro-format and machines are needed to perform the acts of identifying, retrieving and reading, management of the records calls for requirements that are sophisticated. The procedure aims at making sure that the practices comply with the standards of the Organization. They include the following; Verification as evidence Destruction with approval Sending electronic documents to the expected official repository as shown in BCIT’s directory. Printing together with filing in the paper based records system Submission of electronic documents to the caretaker for electronic document library Indexing and saving of electronic documents The Staff Members Will Create, Index, Save, Retrieve, Perform Distribution And Finally Refer To Electronic Documents. They Will Create Folders Within The Computer Systems Such As Quick Place, Lan Directories, Lotus Documents And E-Mail Systems. The Staff Will Ensure That Disposition of Paper, Electronic and Film Records Objectives This will allow records to be disposed or transferred to BCIT’s historical Archives within the appropriate time. Cost effective management of records will then be attained. Destruction of paper records After the department manager signs the certificate of destruction, the custodian forwards the form to the office where records are managed. The office will then; Counter check the authorization of the destruction against the Directory of Records. Authorize through signing Submit authorization to Distribution Creation of electronic request for pick-up as well as the destruction of documents Destruction of electronic records The staff establishes directories which bring into line to the retention classification in the records that contain directories. The custodian staff will then delete the electronic documents which are not required any more. Procedure for Document Management Policy reference for this procedure requires fulfillment of roles of every generation as trustee of the environment for subsequent generations by elevating pollution avoidance, environmental alertness and communication with workers, clients, suppliers, regulars, regulatory agencies and bordering communities. The purpose of this procedure is to enlighten about the methods necessary in document management as well as numbering system, management of documents and approval, and document preservation. The procedure covers every PHA properties PHA employees when they are occupied in PHA connected work activities, on or off PHA owned possessions. It is the responsibility of Environmental Affairs Department to execute this procedure. Procedures for Document Numbering Documents are generally developed as portion of the EMS in five key divisions: these divisions include policies, planning, execution, scrutiny and employment of the required corrective action, and management review. Additionally, in every category, four kinds of document could be prepared. This includes policies, procedures, manuals and work directives. To make sure these documents are tracked and retained, below numbering system has been formulated. The initial number shall be a 4 representing the 4th part of the ISO 14001 standard. The initial number shall be followed by a period. The second number shall be allocated according to the suitable part of the ISO 14001 standard. These parts include policy, planning, execution, scrutiny and employment of the required corrective action, and management review. The second number shall be followed by a period. The third number shall be allocated according to the type of the document developed under every part. These numbers shall be assigned as below Number 1 to 10: Policies. Number 11 to 50: Procedures. Number 51 to 100: Manuals. Number 100 to 200: Work Instructions. A fourth group of numbers could be further added in numerical sequence subsequent to a dash for a table or chart that is developed from the procedure. Some of the examples of this document numbering system are; A listing of Objectives and goals: this is under Planning within the ISO system (4.3), it is component of the setting Objectives 7 Target Procedures (11 to 50) and it is a chart. The number allocated to this illustration is 4.3.13-1. Air Emission Inventory Manual is under implementation within ISO System (4.4), and the Manual (51 to 100). The appropriate number assigned to this illustration is 4.4.51. Document Control and Revisions Every document ought to be maintained by the EAD. The EAD shall keep the master document and have solitary right to use for changes. The first draft of documents shall be presented to the affected Departments for remark. All remarks shall be integrated into the document or discussed till a decision is arrived at. The ultimate draft shall be presented to the Executive office for evaluation, amendments and concluding signature. The ultimate document shall be dated, changed to a PDF file and positioned on the LAN for supply. Reviewing of the documents shall be done yearly for updates or as situations change. Similar procedure will be used incase a document needs amendments. The revision or amendment number will be indicated on the document in addition to Document Index 4.4.13-1. Document Retention Document retention shall be decided by the EAD in relation to guidelines or with support from Buying, Legal and Management. Documents, consents, and other controlling instruments retention periods are recorded in Document Retention List 4.4.13-2. Documents will be evaluated yearly for damage if retention date has passed. If decide that documents should be retained, the EAD shall shift the destruction date. Network Infrastructure Standards Procedure The Government Technology Agency is responsible of creating, implementing this procedure. This procedure develops the Telecommunications Program Office (TPO) in the Arizona Department of Administration (ADOA) to offer a gainful and resourceful system infrastructure and program to supply the State of Arizona. There are flexible standards that are purposely developed to offer the infrastructure foundation for more efficient sharing of universal IT resources. Procedure TIA/EIA 568-B.1, 2, and 3 standards identify a telecommunications cabling system for business buildings that will sustain a multi-product, multi-vendor location. The TIA standards for business Building Telecommunications Cabling tackle cabling infrastructure plan, system, and field testing for network Target groups present added necessities for network cabling. TIA/EIA standards, while availing for the reception of newer cabling categories through addendums, previous cabling categories from the standards ought not to be removed. Cabling classes before 5e do not offer the essential capacity for congregated services. The TIA/EIA 569-A standard for telecommunications paths and spaces tackles floor packing, ceiling and perimeter paths, means, and other features of routing cable all through and between buildings for network horizontal cabling, stamina cabling, and work vicinity. TIA/EIA 606 standard offers a standardized administration scheme to handle telecommunication infrastructure. TIA/EIA 607 standard offers grounding and bonding necessities for telecommunications circuits and apparatus. Procedure for Converged infrastructure services Statewide Standard P800-S850, Encryption Technologies, illustrates least necessities for guarantying the validity, integrity, discretion, and dependability of digital information. IP QoS purposes offer efficient, policy-based control for distinguished traffic flows transversely the network. Ethernet QoS roles based on IEEE 802.1p standards and IETF RFC 2474/5 distinguished services (diffusers) architecture offer interoperability standards for network equipments. Diffserv aids end-to-end congregated services by offering interoperability amid multi-vendor settings through facilitates the provisioning of differentiated heights of service across multiple, separate MANs, LANs, and WANs. Resource Reservation Protocol (RSVP) avails a way of preserving network resources to grant certain network services, chiefly bandwidth, to warrant that applications conveying end-to-end across networks and the Internet shall execute at the desired pace and value. RSVP necessitates support in all intermediate network devices to provide end-to-end transport assurances. I.T. Device naming convention Elected device: RUNet Network Device RUNet Hierarchy The design follows a generalized hierarchy containing unique elements in every given level. Lower elements I the hierarchy can be easily be encapsulated within the higher elements. This leads to leads to exceptional identifications at all levels a little bit cumbersome. Within the RUNet hierarchy, a building, tree, room or device type together with the interface is considered essential. Domain Sub-domain Building Zone A tree Device type Interface Mnemonics Interface The mnemonic that is used for the creation of interface names in the naming convention are in form of abbreviations of the names that are used by Cisco IOS. The character ‘/’ is usually replaced with ‘-‘ character. “Ethernet 0/0/0” is translated into “e0-0-0” in the interface field Examples ATM atm BRI bri Ethernet bvi FastEthernet Ge There are a number of logical types of devices which are used in RUNet2000. These are some of the mnemonics that are for their use: Access Router ar Access Switch as Aggression Router gr Aggression Switch gs Collocated devices bearing the same function are usually numbered 01, 02, 03, etc. When giving hostnames, the lowest number is usually used. For instance, incase there are two access switches as 01 and 02 in a particular location; it follows that a new access switch need to be assign the name as02. If the device is decommissioned, other hostnames of the device should not be affected. Building There is usually a reliable number of building mnemonics codes that are used the convention. A-Tree There exist approximately 20 trees that comprise the RUNet core. Some of them are as follow; Dminisrative Sevice Building asb Aexander Library alx Business and Science Building bsb Hill Hall hilh Guidelines for the construction of names The recognized definition for RUNnet names take on the procedure below; The device names are made of mnemonics which are derived from the interface Loopback0 interface is termed to be the identity that is managed. The interface description is usually omitted. Conventionally, the mnemonic of the building will base on the Equipment Room that is located within the building. The hostname need to be controlled to the Domain Name Service “inside View” the way it is defined within the network system. Example The address of Loopback of the core router situated in ASB ER, Piscataway: cr01 –asb-asb.VLAN 1000 interface router situated in McCormick ER. Vl1000-ar01-mccr-asb TCP/IP Implementation Standard Procedure Messages are received by the TCP/IP through TCP socket stream. The messages are then written into a file and the files send to MSS host through FTP. MSS host then checks and save the messages received. . Figure 1 Current GTS system for TCP/IP connections at RTH Beijing VMS is replaced by the UNIX within the GTS system. Migration of MSS software from VMS UNIX is initiated. The primary method of MSS is maintained and the effectives of the message is increased Internet use Using HTTP The GTS system is built and put into service. Within the new system, there is an Internet server upon which various observations as well as products are put timely. Some GTS data collecting functions are also provided on it through the use of HTTP and FTP protocol. Figure 2. GTS system for TCP/IP connections. I.T. Outsourcing procedure Objective Information Technology management Policy procedure gives guidance for the management of outsourcing of all the I.T functions of the enterprise. It ensures that outsourcing presents the best overall solution to an I.T. problem through satisfaction of the requirements of the needs and at the same time controlling the costs and conforming to the strategies of the company. Outsourcing Management activities entail the following Identification of a candidate function for Outsourcing Selecting an I.T. Outsourcer Billing of the outsourcer Arbitration Relationship management in outsourcing IT department satisfaction procedure Objective This is aimed at the improvement of I.T. staff service, facilitates user consent of I.T department’s goods and services, and improves the performance of the community and productivity through supplying goods and services that that generate value to a company. The satisfaction of the User is gauged through the installation and updates coupled with adequate follow up and surveys. Procedure General satisfaction of the department Post Service Follow-Up within the department User survey Review of User satisfaction. PART A 2 I.T. System Administration Procedure System administration has a number of key activities that constitute its procedure. These include: Planning. Here, a number of issues are addressed. there are issues of identifying where top install system components, the assignment of IP addresses, capacity planning and cost planning among other aspects. Preparation. This involves change management, which is about ensuring preparedness for possible changes in service, assessment of security, humidity, temperature, cabling and closet standards, installation and maintenance of UPS within the system. Installation of necessary hardware. These may be varied depending on the needs of the specific organization. NIC, terminal, computer, RAM, CD-ROM and printer installation thus become essential elements of IT procedure in this case. Maintenance. This relates to the regular weekly, daily or longer term preventive maintenance that may be engaged in within an organization. There is the backing up of media, development of shutdown and boot systems whenever required and the tuning of the computer system for performance (Holtsnider 2006). The installation, upgrade and removal of software become an important aspect of IT system administration procedure, for instance Operating Systems such as new device drivers and kernel patches. There are also applications such as the setting up of new configurations and DLLs. This is in addition to the creation of archives and backups (Sisco 2002). The configuration of systems is an important procedure in systems administration. This includes for instance networking software, security, quotas, time and accounting. These are in addition to trouble shooting functions, maintenance of local documentation such as procedure documents, user's guides and man pages for use in add-on software (Limoncelli 2007). Another procedural aspect is usually the helping and educating of users, for instance management and assisting new users and even experienced ones. Finally, there is base lining. Here, there is the generation of system reports and growth correlates over time. The information that is generated in the course of this process is an essential component of organizational Information Technology as it literally generates what will be used in future predictions and setting up of systems within the organization. In general, the systems administration component seeks the solution of problems, and its effectiveness may be easily assessed (Frisch 2003). IT Support Center Procedure In order to have an effective system, there may be the adoption of internet based Support Center software. This is made up of a fully automated system in the form of a help desk. The system adds much speed and efficiency to the support staff in the organization. In addition to being easily installed and quite powerful, it is also easy to use. With such a system, it will be possible for the support system to remain well organized even in cases where there is a single or many users accessing it from any point within the firm’s communication network. The web based nature of the system will give a chance to the users to communicate or access possible solutions through the consultation if whatever knowledge base that exists at any given moment in time. This usually leads to an improvement in the firm’s image to both employees and customers. The presence of a reliable support center enforces loyalty and trust amongst customers. There is also a reinforcement of internal communications and minimization of the risks and costs or poorly done work as a result of poor information transmission between organization members (Robertson 2007). An effective administration system raises the level of productivity in the support team through a reduction of the time that technicians use in the organization of support emails and the tracing of user history and information. It is therefore ensured that there will be minimal misplacement or unanswered queries. The system will also enable users to remain informed on how far their requests have progressed because it is possible to be notified as every step is made. It is also possible to access and check the progress of submitted queries, and account information because of the intuitive, easy to use and simple interface (Khandpur & Laub 1999). The systems Administrator will in this case have full rights and access for customizing the features of the procedures. He will be able to set permissions, effect changes, access levels, see and modify information. The software will produce advanced and highly detailed reports from various members of staff from the different departments, and this provides useful information for evaluating staff performance quality and efficiency (Fitzgerald & Dennis 2009). IT Troubleshooting Procedure It is possible to develop a Six-Step procedure for IT troubleshooting. One may have the responsibility of maintenance or assisting in the maintenance of computer network or any other such systems. This mostly is a complex area, but it is possible to break it down into six basic steps in order to make its accomplishment most practical (Holtsnider 2006). Symptom Recognition. Here, there is the recognition of whatever malfunction or disorder has occurred in the system. Elaboration of the identified symptoms. At this stage, the individual seeks to obtain a highly detailed description of exactly what the symptom denotes. Listing of the likely faulty functions in the IT system. This mostly applies to systems that have more than a single functional unit or area. Basing on the information that will have been gathered so far, it will be necessary at this stage to take note of the location in which the trouble may be logically located. Localization of the faulty aspect of functioning. Here, the individual seeks to determine the specific functional units within the multiunit system that is truly experiencing the fault (Limoncelli 2007). IT server/ Network Support Procedure The server/network support system for the organization should aim at causing improvement in performance, security, backup and ongoing management for all dedicated hosting scenarios. In order to achieve this, a three-tiered custom network configuration is installed to support any complex business applications which may require multiple servers (Robertson 2007). The Load-Balanced comprises of a fully redundant component that maintains network traffic in web servers and high-capacity mail servers. High Availability configuration, is intended to serve high traffic stores, marketing campaigns and other similar applications that need a large flow of data. The third, Cluster network configuration handles large databases, social media hosting and critical infrastructure that requires high levels of privacy. Alternatively, there may be the use of Flash Communication Server MX. This is software made up of two functional components which manage varied aspects of the eventual product operation. There is a back-end administration server which deals with the operation of the software. The Flash Communication Server MX offers an appropriate environment for the running of server applications, connectivity of networks for applications and exchanges between them and host operating systems. The application usually does not operate alone. There is usually need for combining it with some Flash Player Application, another Flash Communication Server MX application or other components that may possibly interact with it. Server applications operate under the context of ActionScript Interpreter that presents the methods and objects as interacting with other entities external to the server, both upon the host system and elsewhere within the network. The software implements a number of protocols that the server’s application uses in communicating throughout the network, and limits the characteristics of server application interactions. Finally, it inhibits application capability of using the file system through carrying out I/O operations on files for applications (Frisch 2003). PART B 1 Critique Record management procedure Success of any enterprise can only come about when there is an effective way of keeping records. Records need to be safely kept to ensure that the affairs of the company are smoothly handled. An effective management of the records enables; Provision of historical record of the operation of the enterprise activities is guaranteed as well as the facilitation of sound decision making within the organization. Procedures are provided to give support to the stated policies and to provide assistance to all areas of the enterprise with the specifications of the policies. Paper record management Though electronic forms are becoming common, paper formats are also likely to continue existing. For effective management, they need to coexist due to the fact that some works are better handled through paper work. It is therefore important that paper based files are fully taken care of. Every single file’s whereabouts becomes standardized within its management approved office responsible as well as the retention schedule. Its availability is facilitated through an automated indexing and methods of retrieval Electronic records Electronic records are on the increase. Because they exist in micro-format and machines are needed to perform the acts of identifying, retrieving and reading, management of the records calls for requirements that are sophisticated. The procedure aims at making sure that the practices comply with the standards of the Organization. Procedure for Document Management The reference for this procedure requires fulfillment of roles of every generation as trustee of the environment for subsequent generations by elevating pollution avoidance, environmental alertness and communication with workers, clients, suppliers, regulars, regulatory agencies and bordering communities. The purpose of this procedure is to enlighten about the methods necessary in document management as well as numbering system, management of documents and approval, and document preservation. The procedure covers every PHA properties PHA employees when they are occupied in PHA connected work activities, on or off PHA owned possessions. It is the responsibility of Environmental Affairs Department to execute this procedure. Network Infrastructure Standards Procedure The government needs to create and effectively implement this kind of procures to ensure that there is improved network connection in different parts of the country. This will ensure that organizations and enterprises work effectively. A resource full infrastructure is necessary for effective management. There are flexible standards that are purposely developed to offer the infrastructure foundation for more efficient sharing of universal IT resources. I.T. Device naming convention The naming convention should be easily understood by the entire members of the organization. For effective communication in different parts of the enterprise and amongst all the members, there is need conventions that are generally accepted and known. Efforts should be aimed at improving the understanding and mastering of the various conventions that are adopted to be used within the company or organization. I.T. Outsourcing procedure I.T. management policy procedures provide direction for the management of outsourcing of different functions of Information Technology. It makes sure that act brings about the best solution to any sort of problem that is I.T. related. This is achieved through maximum satisfaction of the needs at very minimal costs and at the same time conforming to the requirements of the company. IT department satisfaction procedure I.T. staff service is essential in providing full satisfaction to the company employees. User consent is improved and as a result, the performance of the entire community as well as the productivity of the organization. The satisfaction of the User is gauged through the installation and updates coupled with adequate follow up and surveys. PART B 2 Critique Effective network administration is a crucial element of organizational IT performance. This enables better maintenance of computer software and hardware. Through it, it is possible to manage the configuration, monitoring, maintenance and deployment of network equipment that is in use within the organization. the attainment of all this depends on the ability of the IT department to effectively implement the planning, preparation, installation and maintenance of necessary software, which are integral components of the system administration procedure. The IT Support Center Procedure is preferably internet based. Although the organization has the option of using other networks, the internet opens up greater opportunities for accessibility and therefore effectiveness. It has been noted that transparency and ability of customer to get company information readily helps in boosting business through promoting their confidence in it. However, the adoption of internet related technologies is quite an expensive affair. In case the support procedure is to be generally effective, there should also be the recognition of the necessity for classification of content in order to make the system able to find whatever an individual seeks to get. There is also the need to allow for the use of multiple terms in the respective searches. This is because what is most important in the process is the result that can be obtained by the person looking for information rather than the language or words that are put in while inquiring about the information. The IT troubleshooting procedure has been made easier due to the use of appropriate technologies. Troubleshooting software makes it easy to automatically detect and hence diagnose problems that may exist in the system. The IT server/network support procedure is also fully automated, with software being adopted. It is however worth noting that for the organization to continue being competitive and able to cope with a rapidly changing technological scene, there ought to be an emphasis on the upgrading of skill among the employees so as to be able to handle the challenges arising. There should be constant upgrading of skill within the department. A culture of knowledge will also go a long way in supporting the functions. Continuous training may also be extended to other departments so that the responsibility of supporting information is not left to the IT segment only, but rather be a pursuit of the organization in general (Brown 2008). Bibliography Limoncelli, T., 2007, Practice of System and Network Administration, McGraw Hill, New York. Frisch, A., 2003, Christina J. Hogan (Author) › Visit Amazon's Christina J. Hogan Page Find all the books, read about the author, and more. See search results for this author Are you an author? Learn about Author Central Essential System Administration, 3rd Edition. Prentice Hall, New Delhi. Robertson, K., 2007, Spectacular Support Centers, Customer Service Press, New York. Brown, D., 2008, Optimizing Support Center Staffing, Greenwood Press, Westport. Holtsnider, B. & Jaffe, B., 2006, IT Manager's Handbook, Penguin Books, HauthonBill Holtsnider (Author) › Visit Amazon's Bill Holtsnider Page Find all the books, read about the author, and more. See search results for this author Are you an author? Learn about Author Central . Sisco, M., 2002, IT Management – 101, Dover, New York. Fitzgerald, J. & Dennis, A., 2009, Business Data Communications and Networking, John Wiley, New York. Khandpur, N. & Laub, L., 1999, Delivering World-Class Technical Support. McGraw Hill, New Delhi. Azad A,. 2007, Implementing Electronic Document and Record Management Systems CRC Press. Harris V., 199 4. Litigation support management: the winning Frank, Federation Press, Michigan, Randal K., 2002, eAIX 5L administration: McGraw-Hill/Osborne Networking Series A, Prentice hall. New York, Read More