1. 2. Document Management
• Involves the receipt, tracking and
storing of documents, images and
multimedia files.
• See figure 4.15

2. 3. Records management
Because of the increase in employees working remotely and
the resultant breakdown of centralised record-keeping
functions, small and large organisations are having to rethink
their records management processes.
Establishing effective record-keeping practices is not an easy
task and it requires a sustained commitment from senior
management. As is often the case, it is only when something
goes wrong, for example, when records are required for e-
discovery, that the full implications of not having an efficient
system becomes
apparent, as shown in the following cases.

3. The benefits of an efficient records-
management system include:
 secure and quick access to authentic and
accurate information
 control over the creation and growth of
information
 simplification of business processes
 reduction in operating and storage costs
 compliance with laws and standards
 Faster and better decision-making due to
access of information.

4. Some of the problems encountered as a result of electronic
records are:
 confusion between different versions of a document
 loss of context because there is no link between related
documents, that is, no documents occur in isolation—
they always refer to other documents to provide a whole
picture
 failure to link related paper-based documents to
electronic documents
 proof of authenticity due to possible manipulation of text
 destruction of documents because of poor
management practices
 changes to organisational structures and systems
 documents becoming unusable because of changes in
technologies.

5. Electronic document and records-
management systems
Electronic document and records management systems (eDRMS
capture, store and archive both electronic and scanned paper records,
as well as simplify compliance with legal and other regulatory
standards.
When combined with Web technology software, eDRMS offer
enormous opportunities for organisations to increase efficiency and
improve customer service by minimising the paper workflow within
an office.
Some of the functions of an eDRMS are outlined in table 4.18. pg 192

6. QUESTION
 Go to <www.archives.qld.gov.au> and
search for ‘Activity’. Undertake any of the
email activities to test your knowledge on
email management.
 How did you go? In terms of your own
experiences with different types of email
messages,
 how would these be classified? Why?

7. EMAIL MANAGEMENT
 One of the fastest growing areas of record creation
requiring management’s attention is email.
 Email is an indispensable tool in business and has
become a quick and efficient way to communicate.
 Because electronic messages relating to business
activities are subject to legislation and legal processes—
both criminal and civil—just the same as any other
document, they must be managed accordingly.
 Employees should also be educated on their
responsibilities in ensuring that emails are captured
correctly