Electronic Records Management

What are:

  • Electronic Document Management and
  • Electronic Records Management
  • Electronic Document Management (EDM) helps to supports an organisations immediate operational requirements for electronic information.

    Electronic Records Management (ERM) supports the organisations medium to long term information management requirements by capturing and managing electronic records from creation to disposal.

    Typical Components of EDM

  • Paper documents or documents electronically inherited.
  • Storage and indexing at document level.
  • Search and retrieval at document level.
  • Controlled access and security.
  • Off-line archiving.
  • Version control.
  • Audit trail of access and document changes.
  • Document profiles containing information about the documents.
  • Integration with document image processing and workflow systems.
  • Typical Components of ERM, additional to EDM

  • Capture, storage, indexing and retrieval of all elements of a record as a complex unit, for all types of record.
  • Maintenance of links between records within a filing structure throughout lifecycle management.
  • Metadata at record level providing contextual information.
  • Integration of paper and electronic records.
  • Secure storage and management ensuring authenticity and accountability.
  • Appraisal, selection and export or migration of records for permanent preservation in an Archive.
  • Systematic retention and disposal mechanism.
  • Why is Electronic Records Management important?

    Electronic records management is a key requirement for:

  • Efficient, effective and economic working practices, including greater information sharing.
  • Legislative and best practice compliance, especially regarding the Freedom of Information Act 2000.
  • Online service delivery.
  • If your organisation is planning to develop an Electronic Records Management Programme. Components of the program you should consider include:

  • Production of a corporate electronic records policy.
  • Compilation and analysis of an inventory of electronic records collections.
  • Guidance for the maintenance and preservation of electronic records.
  • Guidance for the management of electronic records on websites and intranets.
  • Development and application of a corporate file plan and shared folder system.
  • Guidance for the management of emails as records.
  • Development of a metadata standard.
  • Consideration of investment in an electronic document and records management system.

  • Electronic Records Management