Electronic document and records management system (EDRMS)

The following guidelines are prepared for Australian Government agency staff involved in considering an electronic records management system, planning and managing its implementation, including:

  • information and records management staff
  • EDRMS project managers and teams
  • business managers
  • IT managers.

This information will help with preparing a business case, obtaining senior management support, developing and implementing project plans, dealing with vendors and consultants, and engaging with IT staff.

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)

Implementing an EDRMS – Lessons from agencies

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

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

Implementing an EDRMS – Checklist

The checklist covers the main activities and tasks for project managers in:

  • initiating an EDRMS project
  • selecting an appropriate EDRMS to meet specific business requirements
  • implementing an EDRMS.

Implementing an EDRMS Checklist (pdf, 218kb)

Implementing an EDRMS – Information for Senior Management

A short document which can be used to brief senior management to explain:

  • what is an EDRMS
  • what are the benefits of EDRMS implementation
  • what are the key considerations from a management perspective.

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

Implementing an EDRMS – 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)

Implementing an EDRMS – 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 2014