|
Electronic Records Management: a business necessity |
|
||||||||
|
The European Commission project through IGA - MoReq (Model Requirements for
ERMS) has proven a major milestone in setting ERMS requirements. MoReq was published in May 2001 and has quickly found wide scale acceptance in both the public and private sector as a blueprint to specifying ERMS and EDMS requirements. These include requirements for software that supports a standard functionality set, the re-use, interchange and long-term storage of information, open standards and specifications, metadata standards, non-English languages, records containing graphic, video and audio content, interfaces with public key infrastructures including electronic signatures and message digests, mark-up languages, etc. Guidelines for initiating an ERMS ERMS should not be considered in isolation from corporate EDMS/workflow strategy and e-mail management needs. The MoReq - Model Requirements for the Management of electronic records - document, published by the European Commission, gives good guidelines on addressing the combined requirements. Organisations in the private and public sector will be able to use the MoReq specification to specify and procure requirements for ERMS systems, check existing systems and develop new records management solutions. In most cases there will be a need for a the ERMS to be a hybrid system to also manage and control existing paper documents and microfilm. ERMS User Education ERMS will need a communications programme to assist the user in using and adopting best practices in records management. The less computer literate will need support in not only using the systems but changing the mindset in accepting electronic records and not paper as the norm. Records Management needs to be part of a new recruits initial training programme with on-going refresher sessions. This transformation will need to be addressed at board as well as operational level. The board will need to be briefed and convinced on legal admissibility of electronic records and its vital role in their e-business strategy. ERMS Drivers The business need for ERMS has suddenly been recognised by both public and private organisations senior executives. Some of the main drivers are: · Electronic signatures are now legally binding following the EC directives on this subject and this will further fuel the growth in the use of electronic records for contracts, policies etc. · The Data Protection Act and industry statutory / regulatory requirements require ERMS to provide controlled and efficient access and audit of information. · The public sector, with most European members introducing a Freedom of Information Act, needs to develop an information register. ERMS provides the structure to deliver this in an efficient and effective way. · E-government initiatives at National and European level embrace records being kept electronically · Concern about money laundering has lead to the World Bank and European Commission identifying the need for controlled access, comprehensive audit trails and long term archiving by financial institutions. · Lastly, e-mail has become the main business communication channel, and the ability to rigidly control and register e-mail and attachments is vital. CONCLUSION Records management is now recognised as generic to an organisation's information strategy as well as in meeting statutory legal/audit demands and government regulations. It also has a key role in safeguarding the continuity of both government and commercial organisations. More info: www.aiim.org Page 4 of 4
|
|||||||||
