Electronic document and records management system

An electronic document and records management system or EDRMS is an automated software application designed to assist you with the creation, management, use, storage and disposal of information and records. An EDRMS may also automate business processes such as workflows and approvals and be integrated with other business systems.

If you are considering introducing an EDRMS to your organization here are some guidelines to help in developing your business case and decisions.

Implementing an EDRMS – Key Considerations

This document explains what an EDRMS is, what it can and cannot do, and what business benefits it can provide. It highlights key issues that agencies will need to consider to achieve an EDRMS implementation that meets business needs and is accepted by its users.

Implementing an EDRMS– Key Considerations (pdf, 254kb)

Lessons from agencies

This document highlights the lessons learnt by a number of Australian Government agencies when implementing an EDRMS. The experience and knowledge of these agencies will assist others to plan and undertake a successful EDRMS implementation.

Implementing an EDRMS- Lessons from agencies (pdf, 172kb)

Checklist

The checklist covers the main activities and tasks for project managers to initiate an EDRMS project, select and implement an EDRMS to meet specific business requirements.

Implementing an EDRMS - Checklist (pdf, 218kb)

Information for Senior Management

This document can be used to brief senior management and explain what an EDRMS is and its benefits.

Implementing an EDRMS – Information for Senior Management (pdf, 147kb)

Implementing and EDRMS - Case studies

Geoscience Australia case study

The Geoscience Australia case study highlights a set of strategies that resulted in a successful upgrade of an EDRMS, and shows the importance of:

  • visible CEO commitment
  • a change-over plan to address conversion, migration and integration issues
  • regular updates for key stakeholders
  • a pilot project to test technical capabilities.

Geoscience Australia Case Study – upgrading an unreliable EDRMS and strategies to gain user acceptance (pdf, 291kb)

Geoscience Australia Case Study – upgrading an unreliable EDRMS and strategies to gain user acceptance (Word, 422kb)

Department of Parliamentary Services case study

The Department of Parliamentary Services case study demonstrates the value of undertaking a post-implementation review. It also highlights:

  • a practice 'sandpit' environment
  • a phased approach including a pilot and a proof of concept period
  • an innovative training strategy used for change management.

Department of Parliamentary Services Case Study – the importance of measuring success (pdf, 300kb)

Department of Parliamentary Services Case Study – the importance of measuring success (Word, 403kb)

Copyright National Archives of Australia 2016