Electronic Document and Records Management System
Encyclopedia
Electronic document and records management system (EDRMS) is a type of content management system
and refers to the combined technologies of document management
and records management systems as an integrated system.
s to manage document
s and records throughout the document life-cycle, from creation to destruction.
Typically, systems consider a document a work in progress until it has undergone review, approval, lock-down and (potentially) publication, at which point it becomes a formal record
within the organization.
Once a document achieves the status of a record, the organization may apply best-practice
or legally enforced retention policies which state how the second half of the record life-cycle
will progress. This typically involves retention (and protection from change), until some events occur which relate to the record and which trigger the final disposition
schedule to apply to the record. Eventually, typically at a set time after these events, the record undergoes destruction
.
These vendors have historically provided electronic document management systems and have acquired smaller records management
system companies. The seamlessness of the integration and the original intention of the records-management component to manage electronic records typically sets the complexity of deploying and potentially of using the final system.
Content management system
A content management system is a system providing a collection of procedures used to manage work flow in a collaborative environment. These procedures can be manual or computer-based...
and refers to the combined technologies of document management
Document management system
A document management system is a computer system used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users . The term has some overlap with the concepts of content management...
and records management systems as an integrated system.
The aim of electronic document and records management
Electronic document and records management aims to enable organizationOrganization
An organization is a social group which distributes tasks for a collective goal. The word itself is derived from the Greek word organon, itself derived from the better-known word ergon - as we know `organ` - and it means a compartment for a particular job.There are a variety of legal types of...
s to manage document
Document
The term document has multiple meanings in ordinary language and in scholarship. WordNet 3.1. lists four meanings :* document, written document, papers...
s and records throughout the document life-cycle, from creation to destruction.
Typically, systems consider a document a work in progress until it has undergone review, approval, lock-down and (potentially) publication, at which point it becomes a formal record
Business record
A business record is a document that records a business dealing. Business records include meeting minutes, memoranda, employment contracts, and accounting source documents....
within the organization.
Once a document achieves the status of a record, the organization may apply best-practice
Best practice
A best practice is a method or technique that has consistently shown results superior to those achieved with other means, and that is used as a benchmark...
or legally enforced retention policies which state how the second half of the record life-cycle
Records Life Cycle
Records life-cycle in records management refers to the following stages of a records "life span": from its creation to its preservation or disposal.- Overview of records life cycle :...
will progress. This typically involves retention (and protection from change), until some events occur which relate to the record and which trigger the final disposition
Disposition
A disposition is a habit, a preparation, a state of readiness, or a tendency to act in a specified way.The terms dispositional belief and occurrent belief refer, in the former case, to a belief that is held in the mind but not currently being considered, and in the latter case, to a belief that is...
schedule to apply to the record. Eventually, typically at a set time after these events, the record undergoes destruction
File deletion
File deletion is a way of removing a file from a computer's file system.The reasons for deleting files are#Freeing the disk space#Removing duplicate or unnecessary data to avoid confusion#Making sensitive information unavailable to others...
.
EDRMS software
A range of software vendors offer these systems at an enterprise level (i.e. targeted at managing all documents and records within an enterprise).These vendors have historically provided electronic document management systems and have acquired smaller records management
Records management
Records management, or RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal...
system companies. The seamlessness of the integration and the original intention of the records-management component to manage electronic records typically sets the complexity of deploying and potentially of using the final system.
Associated technologies
- Business process managementBusiness process managementBusiness process management is a holistic management approach focused on aligning all aspects of an organization with the wants and needs of clients. It promotes business effectiveness and efficiency while striving for innovation, flexibility, and integration with technology. BPM attempts to...
(BPM) - Enterprise content managementEnterprise content managementEnterprise Content Management is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes...
(ECM) - Scanning
- Web content managementWeb content management systemA web content management system is a software system that provides website authoring, collaboration, and administration tools designed to allow users with little knowledge of web programming languages or markup languages to create and manage website content with relative ease...
(WCM)
Professional organisations
Professional organizations for documents and records include:- Association for Information and Image ManagementAssociation for Information and Image ManagementThe Association for Information and Image Management or AIIM is a non-profit organization that provides education, research, and best practices for document management and enterprise content management...
(AIIM) - Association of Records Managers and Administrators (ARMA International)
- Records Management SocietyRecords Management SocietyThe Information and Records Management Society was founded in 1983 as the main professional body for records managers in Great Britain and Ireland...
(RMS) - Records Management Association of Australasia (RMAA)
- Nuclear Information & Records Management Association (NIRMA)