Electronic data management system is a software processing where in the retrieval and management of data is done through electronic means. The disadvantage of using air mails, snail mails, paper documents and the likes are now far off with this new technology for data management.
Unlike the traditional method of data processing, electronic data management system has an airtight security that guards important information and documents. However this type of data management system allows a user to erase certain documents or alter the composition of the data at any given point. But the said flaw and the erased documents can be retrieved by the use of special software commands or tools. This retrieval operation is termed as data discovery. The deleted documents is not totally scrapped out of the system but instead set aside for retrieval. This tool us very important for legal implication.
The electronic data management should be:
- The counsel or advocate should have knowledge regarding the client’s information management processes and who they operate, as well as the information that is received or stored. The advocate also should make a logical and relational attempt to gain access to the files to make sure that the clients’ electronic file’s contents, backups and all the data concerned are appropriate.
- The advocate should review the information that should be disclosed with the client’s presence to determine what documents or data should be disclosed. This feature comes in handy for legal purpose especially when supporting claims or defenses.
- The whole Group of people who seeks the retrieval of this electronic data management system information should notify the opposing group first for them to identify which type of information should be disclosed.
- The parties involved, moreover, should keep in mind that these guidelines may differ depending on the country or state they are in.
- The mentioned capability and measures that should taken in retrieving and exploring data with the use of electronic system delivers the careful disclosure and distribution of data to certain individuals or group of peoples.
One of the most important obligations you have in transitioning of data is through an electronic file system. It ensures that you have a consistent and reliable back up protocol in place. You can imagine the stress that losing all of your data would cause so be proactive. Copy your files to an external hard drive or flash drive and keep it at a different location than your computer systems.
Having a good digital management system starts with the creation of a standardized naming and filling scheme so that everyone in the organization knows clearly, how a new digital media asset should be named and field. When this is done from the start there is a great deal of time lost in tracking down the electronic data files.
Electronic data management system provides a clear opportunity and a distinct choice for people between maintain privacy and disclosing information.