Records Management Systems

In conjunction with Document Management software, you may require to utilise a dedicated Records Management system. The Public Record Office has published a list of vendors who have been approved in the context of UK e-government requirements, based upon the 1999 original ERMS requirements and the 2002 revised ERMS requirements. A survey of software vendors has also been conducted by the Records Management Society of Great Britain (see Publications). See also this link to the International Council on Archives January 2003 survey of Archival Management systems.

The DIRKS methodology is a structured process for designing and implementing recordkeeping systems.

Records Management systems allow you to electronically create and maintain your File Plans. Retention and disposition rules can be applied to records in both electronic and/or paper format. Some solutions also allow you to track and manage the 'physical' archive boxes, including barcoding.

In addition to the flexible classification and retrieval of information from a secure archive, many of these systems offer features to control documents throughout their entire lifecycle, from production to potential disposal, with comprehensive audit trails of actions and versions maintained.

The electronic 'content' within could be scanned images, office application files, emails, CAD documents, business system reports and internet content.

You should seek to ensure that the system you choose meets the necessary international standards, such as ISO 15489.

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