Electronic Document and Records Management Systems “EDRMS”

1. Electronic Document and Records Management Systems “EDRMS” ادارة الوثائق والسجلات الإلكترونية Dr. Mohammed Shbier University of Palestine February 2018

2. Chapter 1 Dr. Naji Shukri Alzaz, EDRMS Historical Background of EDRMS

3. islamit.net Dr. Naji Shukri Alzaz, EDRMS

4. Dr. Naji Shukri Alzaz, EDRMS 1.1 Earliest Systems Known to Humans

5. Earliest Systems Known to Humans Before the beginning of civilization. The cavemen, used to draw pictures on the walls of their caves, depicting events of their times. Egyptian hieroglyphics are another example of primitive record keeping. Dr. Naji Shukri Alzaz, EDRMS

6. EDRMS An EDRMS is a software application that manages a range of digital information, including word-processed documents, spreadsheets, emails, images and scanned documents. An EDRMS can combine both document management and records management functionality. The primary focus of document management is short-term access to, and use of, digital documents created from office desktop applications. For records management, the emphasis shifts to managing information over time for the purposes of evidence, meeting business needs, and ensuring ongoing authenticity. (National Archives of Australia, 2011) Dr. Naji Shukri Alzaz, EDRMS

7. Dr. Naji Shukri Alzaz, EDRMS 1.2 Modern Systems

8. Modern Systems In the 1980s, most of the systems available where Document Image Processing (DIP) systems. Essentially the electronic equivalent of a filing cabinet, with the facility for documents to be scanned, indexed and stored in the system, so they could later be retrieved for viewing on screen or printing. Some of the more advanced DIP systems also included elements of a workflow. Dr. Naji Shukri Alzaz, EDRMS

9. Modern Systems… • EDMS as well as Electronic Records Management Systems (ERMS) emerged in the 1990s. • These systems mainly managed the physical location of paper-based records, essentially an electronic index for paper files and folders. • During the mid-to-late 1990s, standards for ERMS started to be developed. • In the UK, the Public Records Office (PRO), which is now The National Archives (TNA). Dr. Naji Shukri Alzaz, EDRMS

10. Modern Systems… • The first version was published in 1999. • In 2002, TNA issued a new version of the functional requirements document for ERMS. • The New version has more detailed information regarding metadata standards. • It developed as part of the e-government program of the UK. • In the US, the Department of Defense (DoD), “Design Criteria Standards for Electronic Records Management Software Applications” was first released in late 1997. • The standard was developed by the DoD, updated, and reissued on June 19, 2002. Dr. Naji Shukri Alzaz, EDRMS

11. Modern Systems… In 2001, the International Organization for Standardization (ISO) released its standard for records management, ISO 15489. So from virtually no standards back in the mid-1990s, there are now a number of standards relating to records management. Dr. Naji Shukri Alzaz, EDRMS

12. Information and documentation -- Records management ISO 15489-1:2016 Information and documentation -- Records management -- Part 1: Concepts and principles a) records, metadata for records and records systems; b) policies, assigned responsibilities, monitoring and training supporting the effective management of records; c) recurrent analysis of business context and the identification of records requirements; d) records controls; e) processes for creating, capturing and managing records. https://www.iso.org/standard/62542.html Dr. Naji Shukri Alzaz, EDRMS

13. Dr. Naji Shukri Alzaz, EDRMS 1.3 Future Market Trends

14. Future Market Trends • Nearly all the software vendors offering combined EDM and RDM solutions, as well as separate EDRM solutions provide these as part of a bigger Enterprise Content Management (ECM) solution. • ECM is a framework of applications, including • content management, • document management and records management, • web content management, • scanning and imaging tools, • collaboration tools, as well as workflow • business process reengineering tools. • Enterprise Content Management solutions are normally aimed at larger organizations. Dr. Naji Shukri Alzaz, EDRMS

15. Dr. Naji Shukri Alzaz, EDRMS 1.4 Electronic Management Systems

16. Electronic Management Systems • Beginning in the 1980th, a number of vendors began developing systems to manage paper-based documents. • The earliest EDMS were either developed to manage proprietary file types, or a limited number of file formats. • Many of these systems were later referred to as document imaging systems, because the main capabilities were capture, storage, indexing and retrieval of image file formats. Dr. Naji Shukri Alzaz, EDRMS

17. Electronic Management Systems… • These systems enabled an organization to • capture faxes and forms, • save copies of the documents as images, • store the image files in the repository for security and quick retrieval. Dr. Naji Shukri Alzaz, EDRMS

18. Dr. Naji Shukri Alzaz, EDRMS 1.5 The Difference between Documents and Records

19. The Difference between Documents and Records • The Oxford English Dictionary defines the word document as • “a piece of written, printed, or electronic matter that provides information or evidence” • The word record is defined as • “a piece of evidence or information constituting an account of something that has occurred, been said, etc.” Dr. Naji Shukri Alzaz, EDRMS

20. The Difference between Documents and Records… • In electronic document and records management systems (EDRMS), a record can be defined as • an electronic folder consisting of one or more documents. • Where documents, that is • written, printed, or electronic matter that provides information or evidence. Dr. Naji Shukri Alzaz, EDRMS

21. The Difference between Documents and Records… • Example • A planning or building application made to a council or municipality office. • A person or organization submits a set of documents, which may include an application form, and the architect’s drawings and reports. • These documents would then be placed in a new folder, i.e., a record, either electronic or manual, would be created to contain these documents. • As the application progresses through various stages, the record concerning that particular planning application would have other documents placed in it. • Thus we have on file (electronic or otherwise) all documents that make up the record of what has happened with that particular planning application. Dr. Naji Shukri Alzaz, EDRMS

22. The Difference between Documents and Records… • Another crucial difference between documents and records is that documents can change, whereas records do not and must not, change. • A record is a document or set of documents, all relating to a specific matter that has happened in the past. • For example, the documents that make up the planning application would become a record of the planning application procedure. Dr. Naji Shukri Alzaz, EDRMS

23. The Difference between Documents and Records… A document, on the other hand, is something that could be a work in progress. Documents can and do become records once those documents describe an event that has happened in the past, whether 2 minutes or 20 years ago. Dr. Naji Shukri Alzaz, EDRMS

24. Dr. Naji Shukri Alzaz, EDRMS 1.6 Benefits of Implementing an EDRMS

25. i. Improved information management capability Dr. Naji Shukri Alzaz, EDRMS

26. ii. Increased business efficiency Dr. Naji Shukri Alzaz, EDRMS

27. iii. Reduced risk to your business Dr. Naji Shukri Alzaz, EDRMS

28. Benefits from implementing an EDRMS Dr. Naji Shukri Alzaz, EDRMS

29. Benefits from implementing an EDRMS… Dr. Naji Shukri Alzaz, EDRMS National Archives of Australia (2011)

30. Dr. Naji Shukri Alzaz, EDRMS