ELECTRONIC RECORD AND

DOCUMENT MANAGEMENT
SYSTEM (ERDMS)

By Amos Kinyonyi
Course Facilitator (IJA)
 WHAT IS ERDMS?

 EDRMS is an automated software application designed

to assist you with the creation, management, use, storage
and disposal of information and records.
 An EDRMS may also automate business processes such
as workflows and approvals and be integrated with other
business systems
WHAT IS ERDMS?

 Is a type of content management system and refers to

the combined technologies of document management
and records management systems as an integrated
system.
 ERDMS refer more specifically to a software system
that handles digital documents, rather than paper-
based documents.
 BENEFITS OF ERDMS IN AN
ORGANISATION
1. Better management of information
2. Improved business productivity
3. Decreased organizational risks
4. Compliance with national and
international regulatory sources
BETTER MANAGEMENT OF INFORMATION

 Improved retrieval of information, enhanced by uniformity

in titling convention.
 Full control on legitimate destruction of records
 Improved linking of related documents and records (copy
of, translation of, attachment of, etc.) allowing end users
better insight to needed information
 Easy integration with other organization's systems (email,
MS office, intranet, SharePoint, etc.)
 IMPROVED BUSINESS
PRODUCTIVITY
 Easy retrieval, access and sharing of information in
safe and secure environment.
 Simplified business processes and diminished
duplication of information.
 Decreased dependence on physical records,
significantly decreasing costs for physical storage.
 DECREASED
ORGANIZATIONAL RISKS
 An EDRMS guarantee data is trustworthy,
provides superior security and access controls
capabilities, lessening the risk of authorized
access, modification or deletion of data.
 Ability to prove integrity of information in legal
proceedings or audit.
COMPLIANCE WITH NATIONAL
AND INTERNATIONAL
REGULATORY SOURCES
 An EDRMS can support an organization to
observe national / international requirements
for the information management.
 COMPONENTS OF ERDM
SYSTEM
 Metadata
 Integration
 Capture
 Indexing and Retrieval
 Storage
 Distribution
 COMPONENTS OF ERDM SYSTEM

 Security
 Workflow
 Collaboration
 Versioning
 Searching
 Publishing
METADATA
 Description
 include the date the document will be stored and
the identity of the user storing it.
 The DMS may also extract metadata from the
document automatically or prompt the user to add
metadata
 Some systems also use optical character
recognition on scanned images, or perform text
extraction on electronic documents
Integration
 Description
 Integrate document management directly into
other applications, so that users may retrieve
existing documents directly from the document
management system repository, make changes,
and save the changed document back to the
repository as a new version, all without leaving
the application
CAPTURE
 Description
 Involves accepting and processing images of paper
documents from scanners or multifunction
printers.
 Optical character recognition(OCR) software -
used to convert digital images into machine
readable text.
 Capture may also involve accepting electronic
documents and other computer-based files
 INDEXING AND RETRIEVAL
 Description
 Indexing tracks electronic documents. Indexing
may be track of unique document identifiers,
providing classification through the documents'
metadata or even through word indexes extracted
from the documents' contents
 Indexing exists mainly to support retrieval. One
area of critical importance for rapid retrieval is the
creation of an index topology.
STORAGE
 Description
 Store electronic documents. Storage of the
documents often includes management of those
same documents; where they are stored, for how
long, migration of the documents from one
storage media to another and eventual document
destruction.
DISTRIBUTION
 Description
 A published document for distribution has to be in
a format that can not be easily altered.
 As a common practice, an original master copy of
the document is usually never used for
distribution other than archiving
Security
 Description
 Document security is vital in many document
management applications.
 Compliance requirements for certain documents
can be quite complex depending on the type of
documents
Workflow
 Description
 Workflow is a complex process and some document management
systems have a built-in workflow module.
 Manual workflow requires a user to view the document and decide
whom to send it to
 Rules-based workflow allows an administrator to create a rule that
dictates the flow of the document through an organization: for
instance, an invoice passes through an approval process and then is
routed to the accounts-payable department.
Collaboration
 In its basic form, collaborative ERDMS should allow
documents to be retrieved and worked on by an
authorized user. Access should be blocked to other
users while work is being performed on the document.
 Collaboration within Document Management Systems
stores the various markups by each individual user
during the collaboration session, allowing document
history to be monitored.
Versioning
 Versioning is a process by which documents are
checked in or out of the document management
system, allowing users to retrieve previous versions
and to continue work from a selected point.
Versioning is useful for documents that change over
time and require updating, but it may be necessary to
go back to or reference a previous copy .
 SEARCHING AND FEDERATED
SEARCH
 Searching finds documents and folders using
template attributes or full text search. Documents
can be searched using various attributes and
document content.
 This refers to the capability to extend search
capabilities to draw results from multiple sources, or
from multiple DMSes within an enterprise .
Publishing
 Publishing a document involves the procedures of
proofreading, peer or public reviewing, authorizing,
printing and approving etc.
 Those steps ensure prudence and logical thinking.
Any careless handling may result in the inaccuracy of
the document and therefore mislead or upset its users
and readers
 DIFFERENCES BETWEEN
DOCUMENT MANAGEMENT
SYSTEM AND
RECORD MANAGEMENT SYSTEM
DMS & RMS -SCOPE

 Documents refer to  Records refer to

unstructured or semi- material in any format
structured information such that provides evidence
as word processing of business activities.
documents, spreadsheets,
multimedia materials,
emails, scanned documents
and images
DMS & RMS –Driver for Management

 To improve  To maintain and

accessibility to and preserve the content,
sharing of the context and structure
information and of records over their
knowledge within the required retention
documents. period.
DMS & RMS –Key activities
 Version control and  Records are locked or
checking-in and out of fixed as a representation
documents to undertake of the business activity.
revisions.  Classification of records
 Activities to enable into a functional Business
collaboration between Classification Scheme
users in the development which provides context to
of documents, such as the record
workflow.
DMS & RMS –Key activities
 Capture of recordkeeping
metadata to provide evidence
of the authenticity of the
record over time.
 Disposal of records in
accordance with an
authorized Retention and
Disposal Schedule
WHAT MAKES DOCUMENT AND
RECORDS MANAGEMENT
DIFFERENT?
These terms differ in three main
ways:
 Goal: the purpose of each practice.
 Information: the content involved in each
practice.
 Methodology: the way each practice is performed.
 GOAL
 The goal of document
management is efficiency
 Approving documents faster,
reducing manual data entry and
automating recurring tasks are
some of the many functions of
document management that
work toward this goal.
 the goal of records management
is compliance.
 A well-oiled records
management system helps
organizations avoid penalties
when regulators, auditors and
other governing bodies come
calling.
Information
 The information of document
 The information of records
management is comprised of
management is comprised
transient content.
of historical content.
 Invoices are signed and then
 The status of a document is
sent off to the next approver;
determined by different
older drafts are discarded for
phases of the records
revised ones
lifecycle
Methodology
 Is content-driven.  Is context-driven. RMs care more
 Content is the about document types than the
catalyst for all words written on the actual
document-related documents.
activity.  As a result, retention schedules are
the catalyst for records-related
activity, as different types of
records must be kept for different
lengths of time, and under different
conditions.
In short, workers need documents to do their jobs
—but they need records to prove they did their
jobs.
DISCUSSION