Electronic Records Management for
Tribal Organizations

This class can be counted toward the maintenance of your Indian Country Human Resource Certification. Click here or
call 1-800-992-4489 for details.

Keeping records adequately stored and in compliance with legal regulations is a difficult task that all tribal organizations face. In the last 10 years, many organizations have implemented electronic records management (ERM) systems to improve record keeping, increase security, reduce cost and space needs for records, and simplify the data search process. Designing and implementing an ERM system can be a daunting task. If you want to bring your organization into the digital age by streamlining data and document storage, this course is for you.

With expert Brian Pearson*, youíll learn how to design or choose an ERM system that is right for your tribal organization while complying with federal regulations regarding data management and regulations specific to Indian Country. Youíll learn how to decide what kind of hardware and software to use, as well as how to design a user-friendly interface. Also included in this class is a demonstration of using a scanner to upload documents to a personal computer. Youíll leave this class knowing how to manage the transition of your organizationís system from basic records management to an electronic system. Youíll be aware of the ways to minimize conflict and maximize cooperation of your staff. Also, this class will discuss issues that can arise once youíve successfully implemented or updated your tribal organizationís ERM system.

*Instructor subject to change.


T O P I C S   I N C L U D E
The Fundamentals of ERM
  • Why having an ERM system is important
  • Differences between electronic documents and records
  • Basic components of electronic document management systems and of record management systems
  • Record security
Legislation Impacting ERM
  • Ensuring compliance with ISO 15489
  • The Freedom of Information Act
  • Government Paperwork Elimination Act
Designing and Using an ERM System
  • Types of documents
  • Recognizing document types used by your organization
  • Defining and working with metadata
  • Creating an organizational folder structure:
    • Property-based
    • Business-based
    • Project-based
  • The hybrid approach
Constructing ERM Policies
  • Archiving
  • Auditing
  • Security
Using Interfaces and Remote Access
  • Deciding between a Windows and Web client
  • Designing a user interface
  • Mobile access
  • Working offline
ERM and Project Management
  • Gantt Chart
  • From initiating a project to managing its delivery to closing it
  • Project management knowledge areas
ERM Business Benefits and Costs
  • Saving money, time and space
  • Competitive advantages
  • Disaster recovery
  • Feasibility studies
  • Logistics and costs of implementation
  • Functional and technical requirements
ERM Software and Hardware Options
  • A look at the newest technologies
  • Automation technologies
  • Mirroring servers
  • Scanners
  • Software options
  • Mobile synching
  • IPhone, IPad and Android portable features
Office Culture Change and ERM
  • The challenges of introducing new technologies
  • Involving the whole organization
  • Change management strategies:
    • Empirical — rational
    • Normative — re-educative
    • Power — coercive
Issues after ERM Implementation
  • Getting feedback
  • Making updates
  • Providing support to users
  • Integrating ERM with other systems
Case Studies



*Topics subject to change.

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