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CompTIA CDIA+ Certified Electronic Document and Records Management (EDRMS) Analysts |
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CSD Technology cc (Compliant Storage & Disposition Technology) |
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Why business Needs EDRMS |
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Critical Importance of EDRMS!
Section 32(1) of the Constitution of the Republic of South Africa Act 108 of 1996 (the Constitution), provides that everyone has the right of access to records and/or information held by the state or by another person or private body, that is required for the exercise or protection of any rights. This section of the Constitution affirms the fundamental right of access to information and seeks to promote a culture of transparency and accountability in the private and public sector.
As a result of the above, the Promotion of Access to Information Act 2 of 2000 was born (PAIA). Section 52 of the Promotion of Access to Information Act 2 of 2000, i.e. “Voluntary disclosure and automatic availability of certain records”, places a huge responsibility on companies and the state in terms of effective storage and speedy retrieval of information.
Conventional methods of storing information such as paper based storage, simply cannot cope anymore and have high risks and limitations such as:
Security Limitations
· Loss through negligence, theft or disaster such as fire and floods · Illegal Access by unauthorised users
Handling of Physical Paper
· Limited to an 8 Hr Day, · Search and Retrieval costs (Up to 50% of management time is spent on looking for information) · Misinformation due to INCORRECT VERSIONS · Copy Costs · Duplication (7-35 copies of each document exists because people need to cover themselves) · Storage costs (Floor space, Files, Cabinets and Managing it) · Delivery Costs · Disaster Recovery Cost in the event of a disaster
The Data Privacy legislation, (which is still in the making in South Africa), adds to the concern as it is expected to cover the collection, recording, storage, use and destruction of client data and will put emphasis on the PROTECTION of information against risks such as LOSS and UNAUTHORISED disclosure or access to such information.
Add to this the ability we have today to generate masses of information due to electronic advancements, one should consider some of the issues below:
Statistics show that Information Production = 250Mb / person on earth. In 2002 600 billion e-mails were sent. This grew to approximately 80 billion per day in 2009.
We are busy drowning in a sea of information and it is accelerating, yet, we are still working with paper as this is what we are used to. Some people even still print their e-mail.
Client’s privacy is at risk due to paper insecurities and risks!
The Electronic Communications and Transactions Act or ECT Act, opens the door for more cost effective storage and retrieval methods, as it allows us to store information in an electronic form. “Where a law requires you to keep records, sections 14 and 16 of the ECT Act, allow you to keep records in electronic form, including scanned images, provided you implement a reliable, auditable process.” Emphasis is however placed on the process which must have an Audit Trail to ensure that images are Tamper Proof and Reliable. Current MS Windows filing structures and shared directories CANNOT provide this process.
The ONLY WAY to ensure the above is to have a structured, compliant Electronic Document and Records Management System (EDRMS) in place.
Once an EDRMS has been successfully installed and SARS have accepted it, a company will be allowed to destroy their hard copy paper documents and records after 12 months, instead of only after 5 years. The electronic images are then held instead for the remainder of the 5 year retention period.
It is important to note that a company needs to apply for permission before documents may be destroyed. CSD has been closely involved with SARS Large Business Legal department and has been very successful with this application process due to following the correct procedures and implementing compliant and conforming EDRMS solutions.
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