Assignment Content The CEO and CIO have accepted your recommendations for implementing an EDMS for the Hollywood Organic Co-op’s five sites. They have requested that you develop a business requiremen

IMPLEMENTING ELECTRONIC MANAGEMENT SYSTEM MICHAEL MURDOCK BSA/525 06/08/2020 WILLIAM GLASSEN Introduction  The nature of the company demands a EDMS system characterized by high comparability and use to use  The new EDMS has the best internal communication and also has v ersioning  Effectiv e backup and security and mobile compatibility  Good in w orkflow and project management  Ensures collaboration as it has to be dynamic to collaborate more efficiently in the management of data Why Hollywood Organic Co - 0p needs EDMS  There is need for in the company to improve internal efficiency among the fiv e stores  The company must be made competitive to allows the stores to easily make retrievals of documents securely and efficiently hence promoting the ov erall business competitiveness  The EDMS w ill ensure that all the records are not lost for all the stores and help in the retrieval of all the data or the information needed in a quick and reliable manner  EMDS protects the business and is the safest w ay to store documents and files Changing the old document tool  The old document management tool is not is not effective and is separate. In addition, it is v ulnerable to loss of critical documents and low security management  The data is v ulnerable to losses. The electronic system w ill rev olutionize these problems  The EDMS comes w ith unified system in for the fiv e store w hich makes it better secured and ease in data retrieval  It also comes w ith the centralization of the data system hence retaining data and ensuring maximum security to the information components  The component function conv erts the documents into digital form  The system also applies information to the digital files through metadata and the index field w ith image storage in the data base and on the digital central data system of the stores  The EDM system is backed up w ith the search document tool to ease the search for documents through both index search and dull search  The output prov ision is through v iew, email , fax and print  Finally, it comes w ith w orkflow and routine files in ensuring data is w ell stored and readily av ailable when needed Document retention policy Documents to be stored permanently  Financial records including charts of account, audits, financial statements and the general records  The corporate documents including the annual corporate fillings, the board meeting minutes , board policies and by law s  The personnel records including the employee offer letter, the pension records and the benefit description per employee  The others are annual tax fillings for the organization and the payroll registers  The insurance records such as the property insurance policy and the insurance claim application Document retention policy Documents to be stored semi permanently.  Cancelled checks , inv oices, petty cash receipts and the business expenses for the financial records  For the tax records , the earing records and the payroll tax returns  The employees records are the salary ranges , time reports and the job description and performance goals  The contract such as w arranties and v endor expires after 7 years Policies in EDMS  The company resolv ed to move from the traditional documentation system to full possible use of the electronic documentation  The electronic v ersion of the document becomes the operational v ersion for Hollywood Organic company as long as the criteria in the access and the usage of the electronic documents are met to prev ent any form of alteration  The v alidity and legality of the policy is based on the UN resolution and recommendation Standards in the use of EDMS  The E -documentation inv olves making all the information of the store av ailable in electronic form in storage ,access and in retrieval  This inv olves the legal record keeping , support audit requirement and control mechanism in the business process information  The electronic copy shall be taken as the Hollywood original copy and shall reflect the principle of non discrimination as outline in the UNCITRAL Model Law on Electronic Commerce  The standards are outlined on emphasis of metadata and data capture as prov ided in the corporate metadata standards  The procedures should recommend standards and models regarding , organizational schema for electronic records, document format/templates and file naming conv entions. Integrity and security  The company codifies its security standards and employ the use of security procedures in prev enting unauthorized modification. This ensures security is at its best especially as some of the members are celebrities  Hav ing w ritten procedures outlining the controls in place to ensure the integrity of electronic documents so that any copies electronically produced may be deemed to be true and correct copies of the original document.  Performing v irus check to ensure that the documents are free from v iruses.  Procedures and techniques to ensure confidentiality and restricted access to certain documents as defined in the Policy on Records Management. stakeholders and their responsibilities  The top management w hich include the president of the company and the corporate operating committee. Their responsibility is directing the strategy  The project team is made up of the people dedicated to the project and w ho hav e been borrow ed on a part time basis  The manger of the project is the boss in this w hole set of migration and decides makes the decision dealing directly w ith enacting the EDMS  The peers hav e v ested interest in the product and are the forefront in setting up EDMS Recommendation for document life cycle  The process of conv ersion of data into electrical form starts from document authoring  The next step is the creation of internal and external collaboration  The document approv al is the next step  The approv al of the document is follow ed by the digital signature  The execution and the amendment processing follows  The document deactivation is the last step w hen need be Best EDMS Software's in the market  The best EDM S software the company can use is eFileCabinet as it is one of the best document management solution  This software is the best for this company as it makes it easy to stay organized especially in dealing with huge files  The documents can be easily located based on folder templates . eFileCabinet also keeps a portfolio of your most used documents for quick access.  M -Files is another and is good because of its power in automating organization processes  Upload of documents to M -Files the platform automatically organizes the data and offers easy extraction  M -Files is great for larger teams that need to access documents at different times reference  Wan, K., Tuninetti, D., Ji, M., & Caire, G. (2019, July). On coded caching w ith correlated files. In 2019 IEEE Int ernational Symposi um on Information Theory (ISIT) (pp. 692 -696). IEEE.  Alhapip, L., Ferdiana, R., & Nugroho, L. E. (2017, August). Comparative analysis of document management systems for document dev elopment process in Indonesian Public Institution: Based on curriculum dev elopment at Puskurbuk. In 2017 7t h Int ernational Annual Engi neering Semi nar (InAES) (pp. 1 -6). IEEE.  Rosa, A. T. R., Pustokhina, I. V., Lydia, E. L., Shankar, K., & Huda, M. (2019). Concept of electronic document management system (EDMS) as an efficient tool for storing document. Journal of Cri tical Revi ews ,6 (5), 85 -90.