An electronic document and records management system (EDRMS) is a software application used to manage:
- born-digital information, for example: word-processed documents, spreadsheets, images and datasets
- digitised or scanned documents
- physical information, for example: paper records and physical objects.
Other applications such as Enterprise Content Management systems can also be used to manage information and data. Focus on understanding your requirements before you make decisions about what technology will best manage your information assets.
An EDRMS or similar application can help with information:
- classification
- management
- use and search
- storage
- disposal
An EDRMS or similar application should:
- form part of an enterprise-wide approach to managing information assets
- capture metadata to assist with classification, discoverability and disposal
- automate where possible processes such as workflows, approvals and classification
- integrate with other business systems where needed
- increase business efficiency through accurate and faster retrieval of information
- assist with complying with legislation and key standards
- ensure authenticity and integrity of information
- support efficient and accountable decisions to keep, destroy or transfer information
- provide security and access control over sensitive information, including audit trails
- reduce the risk of loss or inappropriate destruction of important information.
Key considerations
- Assess business requirements before choosing a system to manage your information assets. Consider which key business systems you need to integrate with your EDRMS.
- Assess relevant legislation, policies and standards when you gather your requirements. For example: ISO 16175 and information security requirements.
- Take advantage of existing procurement arrangements. For example, use the Digital Transformation Agency’s platform to source products and services: Service Portal - BuyICT.
- Get support from senior management for a successful implementation.
- Ensure you have allocated time, money and personnel for implementation (including configuration), integration, operation and maintenance. Also consider resources for system replacement migration activities e.g. moving records from an EDRMS.
- Always engage with your users before making any key decisions. A system implementation is a major change management exercise. It will change how users manage, access, and use information.