as part of its Electronic Document and Records Management Systems in Australian information management framework or strategy – guides the creation. strategic approach to the management of corporate information and records. of a successful Electronic Document and Records Management. The information management strategy will assist Merton in meeting its document and records management system (EDRMS) and Customer Contact system.
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An Electronic Document and Records Management System EDRMS is an automated system used to manage the creation, use, management, storage and disposal of physical and electronic documents manabement records, for the purposes of:. These systems maintain appropriate contextual information metadata and links between records to support their value as evidence. EDRMS are a subset of business information systems whose primary purpose is the capture and management of digital records. Adapted from the National Archives of Australia.
As of 1 Augustagencies wishing to procure an EDRMS will be responsible for tendering, system evaluation, procurement and implementation. It is recommended that agencies follow internal procurement processes and utilise the services of agency procurement advisers.
Interoperability between different systems is a critical issue for government as it facilitates information sharing across agencies and enables service continuity during and after the realignment of government functions. The procured system being VERS compliant will ensure that electronic records of permanent value will also be compatible with State Records’ transfer requirements when a digital archive is established.
State Records has developed an Assessment and Audit Guideline under revision to outline the program of assessment and audit that agencies are required to undergo to determine if they are meeting the Adequate Records Management Standard V3 PDF KB outcomes.
For example, a small Board of three staff located in a single office, operating independently of an agency or department, that is able to apply rigorous controls over the hard-copy and electronic records it receives and generates may not need an EDRMS.
Further, the system will be ibformation and maintained by people who are trained and competent in its application. Agencies that have installed a non-compliant EDRMS solution will need to work with the supplier of their current solution so that the solution meets Government requirements.
Alternatively, agencies can procure and migrate to a system that has already been evaluated as meeting Government requirements. State Records provided suppliers of strategh solutions with information about EDRMS accreditation requirements in and again in Agencies, as defined by the State Records Act,will need to submit a strong business case, which has been approved by the agency’s Chief Executive, to State Records.
The business case will need to include, but is not limited to:. State Records will review the business case and provide a recommendation to the Director State Records. Agencies, as defined by the State Records Act,that are considering digitising current or archival records, including photographs, will need to procure a compliant EDRMS solution if they don’t already have one that can interface with their digitisation solution.
Agencies are required to undertake and complete business records and technical procurement and pre-implementation activities so that they are able to select the most appropriate EDRMS to meet their business needs.
Fdrms activities are described in brief in this section. Agencies will need to undertake a number of business planning activities to facilitate procurement and implementation of the EDRMS. Examples of business requirements include:. Examples of records management tools required for implementation include:. An MLA is limited to the supply and licensing of standard commercial ‘off-the-shelf’ software and to the supply of maintenance and support for this software.
The MLAs provide agencies with software licensing terms and conditions that are consistent with government policy and offers some improved pricing. The State has not made any financial commitment or committed to any purchase obligations under an MLA.
Electronic document and records management system
All licences acquired by agencies under an MLA will be in the name of the Minister for and on behalf of the State with agencies being recognised as the ‘end user’. Each Purchase Order is to be read subject to the terms and conditions of an MLA, which collectively shall form the ihformation agreement and understanding between the parties.
MLA’s shall supersede all terms of any unsigned, shrink-wrap or click-wrap license included in any package, media or electronic version of the software and any such software shall be licensed under the terms of the respective MLA. Both vendors will continue to be able to supply systems to government agencies as their systems meet the compliance requirements established in State Records’ suite of EDRMS Standards. Agencies that have procured from the Panel will be able edrme continue to informmation that manabement and operate under existing contracts, resulting in no disruption to services.
An Electronic Document and Records Management System EDRMS is an automated system used to manage the creation, use, management, storage and disposal of physical and electronic documents and records, for the purposes of: Adapted from the National Archives of Australia What are the current procurement arrangements?
EDRMS FAQ | Managing Records
Who needs to comply with procurement arrangements? How do I ensure government requirements are met? The business case will need to include, but is not limited to: Exemption from procuring a compliant solution still requires that: What is required for digitising records?
What are the agency pre-procurement activities? Straegy of business requirements include: Examples of records management tools required for implementation include: The requirements for accreditation are that: