The specifications detail the basic requirements of electronic records management systems (ERMS) software for making and keeping records of business activities. They also describe optional functionalities for best practice records management.
The Specifications are detailed and technical but relevant to Australian Government agencies and Industry software developers and vendors that:
Within the Specifications there are some mandatory requirements, while others are desirable but optional. Meeting mandatory requirements will ensure your ERMS software provides adequate records management capability. Meeting desirable requirements will improve your system from one that meets minimum requierments, to one providing best practice capability. You should carefully consider the desirable requirements to decide which are relevant to your agency and which should be included in your system design specification.
The Specifications have a companion publication Guidelines for Implementing the Specifications for Electronic Records Management Systems Software, which will help you use and interpret the Specifications.
The Specifications will help you develop and implement software for capturing and managing electronic records. You can use the Specifications to develop and implement software to manage paper-based records. However, you will need to remove those requirements that relate directly to the capture and management of records in electronic format. You will also need to expand the requirements that relate to physical management.
See section C.4 of the Specifications on hybrid system management, for further information.
This document provides a generic set of requirements to ensure adequate records management capability in electronic records management systems software used to make and keep digital records. These requirements will help Australian Government agencies develop design specifications to build or purchase new systems, or upgrade existing systems.
This document has a companion, the Guidelines for Implementing the Specifications for Electronic Records Management Systems Software. These guidelines help Australian Government agencies use the Specifications and describe how the Specifications relate to similar documents produced in other jurisdictions.