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Information is a vital
strategic resource for all organisations; the ability to identify
and access key information is essential to maintaining efficiency,
but it is dependent on the organisation’s ability to
identify and locate the relevant records at all stages of
their lifecycle. In many instances organisations faced with
an information management crisis believe that the first response
should be to introduce an electronic solution. In reality,
having information in electronic format will solve the problem,
but only once a proper records management structure has been
put in place first.
In Ireland public sector
organisations are beginning to think about electronic records
management, with a small number of systems already up and
running. Other countries, such as the US and the UK, are much
further ahead than Ireland, while Australia is probably the
world leader. Regardless of where an organisation stands now
with their records management practices, electronic records
management is something that all organisations need to begin
to gather information on and work towards implementing in
the future.
Electronic records management
is really a technological aid to managing records. While not
a substitute for good records management and well-trained
staff, certain software systems can aid organisations, particularly
large ones. Terms commonly used to describe these systems
are; EDMS (Electronic Document Management System); ERMS (Electronic
Records Management System) and EDRMS (Electronic Document
and Records Management System). Basically, an EDMS manages
documents, while an ERMS manages records. A record is evidence
of a transaction, while a document may not be. For example
a printed application form is a document, but one that has
been filled out is a record. A record cannot be changed. An
EDRMS, is an ERMS with some additional functionality and is,
as yet, very rare in Ireland.
An ERMS is a software
system, which, as part of a records management programme,
manages an organisation’s electronic records through
their lifecycle, from creation to disposition. An organisation
can register or even scan their paper documents on to the
ERMS, which is helpful in the management of a hybrid system
of records. An ERMS will capture records from every applicable
format, including e-mail.
As well as providing records
with unique identifiers, an ERMS will create a certain amount
of metadata, in order for the records to be legally compliant
and to remain accessible over time. The creation, labelling,
security and filing location of all records, both paper and
electronic, should be a key element of any ERMS. It will,
of course, be a key component of the organisation’s
record retention schedule, as part of the overall records
management policy. The ERMS will also send reminders about
records scheduled for destruction. These will be generated
automatically for electronic documents, which form part of
a recognised series. With paper documents, the retention period
will have to be applied manually at the time of registration.
The recommended guidelines
to follow when choosing an ERMS are MoReq (Model Requirements
for the Management of Electronic Records). MoReq outlines
the functional requirements for Electronic Records Management
Systems (ERMS) within the European Union. The requirements
were devised by the EU’s Interchange of Data between
Administrations Body and published in March 2001, but they
are not solely designed for EU or governmental organisations.
The website of the National Archives of England and Wales,
www.nationalarchives.gov.uk, also addresses the requirements
of an ERMS and lists certain approved suppliers.
Once in place, an electronic
records management system creates an environment of effective
information management that meets ongoing organisational,
regulatory, and legislative requirements.
The key benefits can be summarised as follows:
• Access
to key information, saving time, money and resources
• Cost
savings through safe, secure destruction that is legally compliant
• Regulatory
compliance
• Effective
corporate governance
• Business
continuity in the case of a disaster
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