Knowhow Business Consultancy Services

Electronic Records Management Systems (ERMS)

What is a "Record?"

A record is any kind of content that pertains to the operations or transactions of an agency or business, or has material value, regardless of physical form or characteristics. It includes all books, papers, maps, photographs, machine-readable materials, or other documentary materials. Examples include contracts, email, trade confirmations, statements, reports, video and audio files, the outcome of collaboration activities and standard operating procedures. In government, potentially any electronic document will constitute a public record. In practice, end users will identify and declare some (but not all) electronic documents as electronic records - the equivalent of printing and filing paper. While there is an overlap between the characteristics of electronic documents and electronic records, the key differences are that:

1. electronic records are documents that have been captured into a corporate classification and filing system
2. while documents are changed many times during the document lifecycle, records cannot be changed.

What is "Records Management?"

Records management is the management of business-related content that - based on predefined business rules - cannot be changed or deleted and must be retained over time, for administrative, regulatory or legal requirements. Records management software solutions automate the enforcement of those business rules, and the corresponding disposition of content, including content deletion and destruction.

How does Records Management relate to Document Management?

Electronic Document Management Systems (EDMS) and Electronic Records Management Systems (ERMS) are driven from common requirements to manage the complete lifecycle of content from its creation and active use through its archival and eventual destruction.

EDMS's are primarily concerned with control of dynamic content. They are responsible for versioning control and for facilitating content workflow and approvals. Content is checked into the system upon creation. Authorized individuals can retrieve and edit that content according to established business rules and procedures. The systems are designed to track these changes and to ensure the long-term retention of the content.

ERMS's are focused on the retention and ultimate disposition of records in all formats, not just electronic. The emphasis is on static records within an archival environment. Once a record is ready to be moved into such a system, it is signed and stamped with a date and time and then made unalterable. The record is then assigned a retention schedule. This schedule determines how long the record will be kept and what becomes of that record once it reaches the end of that retention schedule when the records are typically destroyed or archived for long-term reference and/or compliance needs.

Hybrid Systems

Integration of EDMS and ERMS technologies provides better application functionality and a more complete overall solution for managing the entire lifecycle of content. Some ERMS systems provide full EDMS capability, while others provide a subset. Conversely some EDMS have incorporated core record management functions.

Records Management Systems and PRO Approval

The government's Modernising Government White Paper (1999) set the agenda for bringing public services into the modern era, exploiting new technologies. The White Paper includes a target that by 2004 all newly created public records will be electronically stored and retrieved. However, the key driver for Public Authorities is the recent legislation on Data Protection and Freedom of Information will inevitably impact on the work of records managers in government.

The PRO has produced guidance on Data Protection and there is a Code of Practice on Records Management under Section 46 of the Freedom of Information Act 2000. The report of the Advisory Group on Openness in the Public Sector (December 1999) recommended that all Public Authorities should develop records management action plans detailing the steps they will take to reach the standards set out in the Code of Practice. This, combined with Human Rights legislation, raises the expectations of the public to receive faster, more reliable and improved services and puts effective information and records management at the hub of a Government organisation's service delivery. Electronic records management is a key underpinning element in the government modernisation programme and it is vital that electronic records management software systems are able to meet the high standards required by government. The 2002 revision under section 46 of the Freedom of Information Act 2000 to the requirements for these systems has recently been finalised by the PRO, taking account of developments in e-Government, international standards and information legislation.

How Knowhow Consulting can help

Click here for details of the Records Management Consultancy services provided by Knowhow Consulting.

For assistance with identifying or fulfilling your Records Management needs, contact Knowhow either by phone on +44 (0) 1483 776000 or by email using info@knowhowconsulting.co.uk.