This document provides an overview of electronic records management systems. It defines what record management and electronic records are, discusses the types of records that can be managed, and the roles and responsibilities of record managers. It describes the benefits of electronic document and records management systems (EDRMS) over non-EDRMS approaches, how EDRMS work, and compares the key differences between the two. The document also covers current issues in records management and provides several references for further information.

1. RECORDS MANANGEMENT SYSTEM
(Electronic Records Management)
Abolade Olalekan.A
B.Sc Marketing

2. Learning Objectives
At the end of this presentation, participants should be
able to understand:
• What record management is all about
• The different types of records
• Roles and responsibilities of a record manager
• Current issues in record management
• What is electronic records
• Why electronic records
• Objectives of EDMS and Difference between EDMS and
Non-EDMS
• Benefit of EDMS

3. INTRODUCTION
• Every organization generates information as a
consequence of business transactions. The
information gathered brings about records.
The larger an organization, the bulkier the
record managed, that’s when the issues of a
good storage becomes key (important). We
will look into documents retrieval and
archiving with the impact of new technology
on document management.

4. What is Record Management?
• For every organization there are details of various
activities, functions and data. These activities
make the records about the organization.
• Record Keeping and Management a paper
delivered by Sister. Tope Ashaolu gave the broad
understanding of Definition of Record
Management as the practice of maintaining the
records of an organization from the time they are
created up to their eventual disposal.

5. Our focus today is on ELECTRONIC RECORDS
SYSTEM
• Electronic records which is our context defines
a record as a information produced or
received in the initiation, conduct or
completion of an institution or individuals
activity and which comprises content, context,
and structure sufficient to provide evidence of
the activity. The key word in this definitions is
“evidence” which put simply a record as an
“evidence of an event created , maintained in
an electronic form”.

6. Electronic Record Management System also means
automation of records management process and
procedures
• Another definition of Electronic Records
Management [ERM] is using automated
techniques to manage records regardless of
format. Electronic records management is the
broadest term that refers to electronically
managing records on varied formats, be they
electronic, paper, microform, etc. We also
have electronic recordkeeping [ERK] which is a
subset of ERM, because ERK focuses on
electronically managing electronic records.

7. • Electronic Record management is also seen as “the
field of management responsible for the efficient and
systematic control of the creation, receipt,
maintenance, use and disposition of records, including
the process for capturing and maintaining evidence of
and information about activities and transactions in
the form of records.
• These records we are maintaining can either be a
tangible object or digital information: for example,
Birth certificate, medical, x-rays, office documents,
data base, application data, and emails.
• Electronic Records management is primarily concerned
with the evidence of an organizations activity and is
usually applied accordingly to the value of the records
rather than physical format.

8. • In the past “Records Management “ was
sometimes used to refer only to the
management of records which were no longer
in everyday use but still needed to be kept -
“Semi-Current” or Inactive records, often
stored in basements or offsite.
• Electronic usage tends to refer to the entire
“lifecycle of records from the point of creation
right through until their eventual disposal.
• Now let us look at……………………………….!

9. TYPES OF RECORDS
Physical Records
Managing physical records
involves different disciplines and
may draw on a variety of forms of
expertise. Physical records are
identified and authenticated. This
is usually a matter of filling and
retrieval, in some circumstances,
more careful handling is requires.
It includes
• Identifying
• Storing
• Circulating
• Disposal
Electronic Records
• A digital record is always referred to as
electronic records. The general
principles of record management apply
to records in any format. It is more
difficult to ensure that the content, or
context and structure of records is
preserved and protected when the
records do not have a physical
existence. This is required for computer
systems to manage electronic records;
concerns exist about the ability to
access and read electronic records over
time, since the rapid pace of change in
technology can make the soft used to
create the records obsolete, leaving the
records unreadable.

10. ROLES OF THE RECORD MANAGER
A record manager is someone who is responsible for records management in
an organization. The practice of records management may involve:
• Planning the information needs of an organization
• Identifying information requiring capture
• Creating, approving and enforcing policies and practices regarding records
• Developing a records storage plan which includes the short term and long
term that can accommodate the Physical and Digital information.
• Also, coordinating access to records internally and outside of the
organization which includes data privacy and public access.
• Lastly, managing retention on the disposal of record which are no longer
required for operational reasons; this must go in-line with the
organizational policies. Either by destruction or permanent preservation in
an archive.

11. CURRENT ISSUES IN RECORDS MANAGEMENT
As of 2005, record management has increased interest among corporations due to
new compliance regulations and statutes. While government, legal and healthcare
entities have a strong history records management discipline, general record-
keeping of corporate records has been poorly standardized and implemented. In
addition, scandal, committee reports, panel of enquiries and investigations report
mishaps have renewed interest in corporate records compliance, retention period
requirements, litigation preparedness, and related issues.
• Privacy, data protection and identity theft have become issues of interest for
records managers. The role of the records manager to aid in the protection of an
organization’s records has often grown to include attention to these concerns. The
need to ensure that certain information about individuals is not retaining has
brought greater focus to records retention schedules and records destructions.
• Record management is often seen as an unnecessary or low priority administrative
task that can be performing at the lowest levels within an organization. Publicized
event has demonstrated that records management is in fact the responsibility of
all individuals within an organization. An issue that has been very controversial
among records managers has been the uncritical adoption of Electronic
Documentation and Records Management System (EDRMS).

12. Electronic Document and Records Management
Systems.
• An Electronic Document and Records Management
System (EDRMS) is a computer program (or set of
programs ) used to track and store records. The term is
distinguished from imaging and document
management systems that specialize in paper capture
and document management respectively. EDRM
system commonly provides specialized security and
auditing functionality tailored to the needs of records
managers.
• ERMS is seen as adequate and appropriate basis of
addressing the basic challenges of managing records in
the automated environment that increasingly
characterizes the creation and use of records

13. Now …..
WHAT MAKES AN ELECTRONIC (AUTOMATED)
OFFICE?
• What is office automation?: Office automation
is the electronics records management system
• How does it relate to document management

14. This big picture below described the
office automation system:
SCANNER COMPUTER
INDEXING
ELECTRONIC
DATABASE
SECURITY
&
CONTROL
WORKFLOW

15. Why? ELECTRONIC DOCUMENTS
MANAGEMENT SYSTEM (The Benefits)
Because it……!
• Enables automation and
workflow
• Enhances document security
• Assist in disaster recovery
• Free-up valuable office space-
(it creates more office space).
• Saves time
• Increases productivity
• Eliminates risks and threats
• Enables collaborative &
documents sharing
• It gives wider reach
• It Reduces misfiling mistakes
• Has no photocopying costs
• Helps in quick documents
retrieval
• Manages entire document
repository from desktop which
can also be extended with
web.
• Instant collaboration
• Admin efficiencies

16. Then..How Does EDMS WORK?
THE BASIC FEATURES ARE
• Manages mega- documents & retrieval process in
one instant
• Once scanned, documents need not to be recopied,
for distributions
• Back-up enabled
• Automatic workflow routine
• Security enabled

17. Now we want to compare……….!
EDMS TO Non-EDMS
TASK EDMS NON-EDMS
Duplicating Once scanned always
available
Need to be copied each
time it is needed.
Filing &Storage After use, need to be
restored original is
unaffected
After use, must be
restored to its location.
Retrieval One-touch process Spend valuable time
locating file
Document search Search facilities enabled Staff spends 20% of time
looking for relevant
documents of which 50%
of the time is not found
Loss document Never lose a document 1 out of every 20
documents is lost

18. Conclusion

19. References
– ARMA International. "Glossary of Records and Information Management Terms, 3rd Edition".
ARMA International.
– Anthony Tarantino (2008-02-25). Governance, Risk, and Compliance Handbook. ISBN 978-0-
470-09589-8.
– International Foundation for Information Technology, The (2010). "Definition of Record".
International Foundation for Information Technology, The. Retrieved September 2013.
– ARMA International. "Glossary of Records and Information Management Terms, 3rd Edition".
ARMA International. Retrieved September 2013.
– International Organization for Standardization - ISO (2001). "ISO 15489-1:2001 - Information
and Documentation - Records Management - Part 1: General". International Organization for
Standardization - ISO.
– Assistant Secretary of Defence for Networks and Information Integration, Department of
Defence Chief Information Officer (April 25, 2007). "United States Department of Defense
Standard 5015.02 (DoD Std 5012.02), Electronic Records Management Software Applications
Design Criteria Standard". United States Department of Defense - US DOD.
– Hale, Judith (December 2011). Performance-Based Certification: How to Design a Valid,
Defensible, Cost-Effective Program. John Wiley & Sons, Inc. ISBN 978-1-118-02724-0.
– Hulme, Tony (June 2012). "Information Governance: Sharing the IBM approach". Business
Information Review (Sage Journals) (vol. 29 no. 2): 99–104. doi:10.1177/0266382112449221.
– "Taxonomy of Record Types". The International Foundation for Information Technology. 2012.
– Jeremy C. Maxwell, Annie I. Antón, Peter Swire, Maria Ria

20. Thank you for Listening