Lessons Learned from Implementing an Electronic Records Management System

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  • Topic: Project management, Information technology management, Records management
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  • Published : March 17, 2011
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Queensland State Archives

Guideline for the planning of an electronic Document and Records Management System (eDRMS)

August 2010

Document details
Security Classification Authority Author Document Status Version PUBLIC Queensland State Archives Queensland State Archives Final Version Version 1.1

Contact for enquiries
All enquiries regarding this document should be directed to: Manager, Policy and Research Unit Queensland State Archives 07 3131 7777 info@archives.qld.gov.au www.archives.qld.gov.au

Copyright
Guideline for the planning of an electronic Document and Records Management System (eDRMS) © The State of Queensland (Department of Public Works) 2010

Licence
Guideline for the planning of an electronic Document and Records Management System (eDRMS) by Queensland State Archives is licensed under a Creative Commons Attribution 2.5 Australia Licence. To view a copy of this licence, visit http://creativecommons.org/licenses/by/2.5/au.

Information security
This document has been security classified using the Queensland Government Information Security Classification Framework (QGISCF) as PUBLIC and will be managed according to the requirements of the QGISCF.

Table of Contents
1. Introduction ....................................................................................................... 2 1.1. 1.2. 1.3. 1.4. 1.5. 1.6. Background Audience Authority Scope Definitions Acknowledgements 2 2 2 3 3 3

2.

What is an eDRMS? .......................................................................................... 4 2.1. Examples of Generic Functional Requirements for an eDRMS 5

3.

Records management prerequisites for an eDRMS implementation ........... 7 3.1. 3.2. 3.3. 3.4. 3.5. Organisational information management and records management strategies, standards, policies and procedures Recordkeeping awareness and culture A functional Business Classification Scheme An authorised Retention and Disposal Schedule Recordkeeping metadata

7 8 9 11 13

4.

Key issues when planning eDRMS implementation .................................... 15 4.1. 4.2. 4.3. 4.4. 4.5. 4.6. 4.7. 4.8. 4.9. Business need and benefits Scope of the program Senior sponsorship and clearly defined roles and responsibilities Selecting the right software product Project approach Stakeholder engagement and change management eDRMS policies, procedures, rules and requirements Training Beyond implementation 15 16 17 18 19 19 20 20 21

5.

Appendix A: Glossary.................................................................................... 22

Guideline for the planning of an electronic Document and Records Management System (eDRMS)

1. Introduction
1.1. Background
Many Queensland public authorities are exploring the implementation of an electronic Document and Records Management System (eDRMS) to assist in the management of paper and electronic records and documents. Benefits of implementing an eDRMS can include: • • • • • • • the secure and systematic management of unstructured or semi-structured data such as emails and documents a reduction in redundancy and duplication of information a reduced risk of not being able to retrieve information when required improved security, thereby reducing the risk of unauthorised access greater ability to discover and re-use corporate information better control of document versions, and a reduction in the response time for information requests.

Like all Information Technology (IT) projects, successful implementation of an eDRMS requires a wide program of activities that are not solely focused on implementation of the technology system alone. This Guideline has been developed to assist public authorities to plan for the introduction of an eDRMS. It highlights some of the recommended tools and environments that should be in place prior to implementation. It also outlines a number of the key non-technical issues that should be explored and undertaken prior to system...
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