Category Archives: Application Specific

4 Major Elements of a Well-Designed Records Management System

iStock_000001499158_LargeToday records management involves so much more than just keeping track of folders and boxes. A modern Records Management System gives end users a single application for managing both paper and digital/electronic records—but the administrative requirements and purpose remain the same for all record types.

The two most important aspects of records management are: giving access to records for the people who need to see them, and managing the records life cycle so that they are in compliance with all government and enterprise regulations. “Information Governance” is Continue reading

American College of Surgeons go Online with their Archives

acs-blogThe American College of Surgeons (ACS) is a scientific and educational association of surgeons that was founded in 1913 to improve the quality of care for the surgical patient by setting high standards for surgical education and practice. The College Archives, located in the headquarters building in Chicago, collects and preserves inactive College records of enduring value and makes them available for research to its members and to the general public. The processed and cataloged records contain roughly 400 linear feet of material, chiefly paper records, but also photographs, motion pictures, sound recordings, and College publications.

The Archives formerly maintained its collection descriptions and accession records in several in-house databases used only by the Archives staff. Recently, the director of the ACS charged the Archives with Continue reading

How does an archivist change lives?

This video is a presentation given at the Society of American Archivists (SAA) annual conference, ARCHIVES 2015, tells you how archives change lives. They help us understand who we and others are – “where we came from”. They help us evolve as a society and not make the mistakes of the past.

Archivists have so much material to manage that they need good Continue reading

Users CAN file records accurately – including electronic records

In the days of “paper” we expected everyone to file all their own documents that were important enough to be considered “records”. They were expected to know what could be destroyed or should kept. They can easily take the same responsibility for electronic documents and all other digital assets.

Electronic documents go into “virtual” folders rather than paper folders. Users are offered only the folders relevant to them, making the selection easy. They do not have to understand your records classification scheme or retention Continue reading

Who needs SharePoint anyway? A giant leap into the unknown!

What problem are you trying to solve? Do you often have several people working on the creation of the same document? Only one person should be modifying it at a time or one will wipe out what the other does. SharePoint helps by ensuring that only one person has it checked out for modification purposes at a time. Others can read, but not update, until it is available.

Will all your documents be created using SharePoint? Not likely. Some arrive as PDFs or paper. Some are created with office software such as MS Word or Excel by a single person, where collaboration is not an issue. How will other people find them after they are completed? Do they even know where to look?

Why not have a single database for all your records – physical as well as electronic so that users have only one place to look. Documents created by SharePoint Continue reading

Promoting Community Heritage with Ugly Utility Boxes



What a great idea! Using archival photographs to decorate those ugly utility boxes in community parks. These pictures of community heritage are what I see while walking my dog through the many forested paths of North Vancouver.



They are pictures from the community archives. (See another blog about the North Vancouver Archives.) Some pictures are of Continue reading

Starter Kit for Records Retention Schedule

This is a great opportunity for hands-on experience with a Classification Scheme and Retention Schedule that automatically controls all your records workflow: end-user filing, targeted searches, disposition/destruction with audit trail. It provides a single place for managing all physical as well as electronic records.

The Starter Kit gives you access to Eloquent Records™, an EDRMS that can be used as a service (SaaS) in the Eloquent Cloud. After the 90-day experience you have the option to upgrade to the full production version, keeping all your personal information. It can remain in the Eloquent Cloud or be moved to your own server.

The Classification and Retention sub-system supports any structure, with any number of Continue reading

Free ARMA Membership with Information Governance Starter Kit

Information Governance, or IG is a dominant expression in the records management community these days and membership to ARMA International is a great way to learn all about it and even get certified as an authority on the topic.  Eloquent Systems is offering you a free one-year introductory membership to this international organization as well as to your local chapter.

According to Wikipedia, “Information governance, or IG, is the set of multi-disciplinary structures, policies, procedures, processes and controls implemented to manage information at an enterprise level, supporting an organization’s immediate and future regulatory, legal, risk, environmental and operational requirements.

The Eloquent Records™ Starter Kit is a great way to Continue reading

Eloquent-SharePoint Simplifies Records Management for Electronic Records as well as Physical

Vancouver, BC – March 27, 2015

Eloquent Systems Inc is pleased to announce the Eloquent-SharePoint Interface. Organizations using MS SharePoint for collaboration and workflow processes can now seamlessly transfer the metadata for the documents to their Eloquent Records  application when a document is “declared a record”. This gives them only one place to manage retention/disposition rules for all records.

Eloquent Records™ is a mature EDRMS, able to manage the entire life cycle of both physical and electronic records – including acquisitions, storage, retrieval, tracking and a detailed disposition workflow.  An integrated classification and retention schedule controls all processes.

Users have only one place to look Continue reading

Archives Management Starter Kit for Physical and Digital Assets

Vancouver, BC – 12 March 2015 – Eloquent Systems Inc. has packaged its archives management software system, Eloquent Archives™,  into a Starter Kit and made it available in the Eloquent Cloud for under $300.00/month. Institutions upload the digital assets from one or two popular collections and have them professionally described for public viewing in less than 3 months. Stakeholders appreciate the very fast return on investment.

Users immediately start uploading digital content and describing their holdings. This happens during their Continue reading