1. Small business needs
While many larger organisations have sophisticated
electronic document and record management
systems, small businesses rely on a few employees
with diverse responsibilities to manage their
information. Although there are smaller document
management software packages available, they do
not offer the same automation as larger packages.
As a result, employees in small firms are expected
to have a greater knowledge and understanding of
the requirements for managing workplace
information so that compliance with all statutes and
standards is maintained.

2. QUESTION
With a partner, brainstorm the types of
paper documents you use and access on a
daily basis, for example, handouts from
teachers or a bus ticket. In terms of your
list, where and how are your paper
documents kept? Are the numerous pieces
of paper you receive in all of your different
subjects filed into folders in a logical order?
What about your paper files at home? Are
they kept in a less-than-ideal location, such
as under your bed?

3. Centralised locations
In centralised locations, all of the business’s
records are stored and managed in one records-
management department. The advantages of this
type of system include:
efficient control, protection and security of all files
in one location
the development of standardised procedures
cost-effective use of personnel
efficient use of equipment
reduction in operating costs.

4. Decentralised locations
Decentralised locations are suited to businesses that require
individual departments to retain and be responsible for their
own records management. Although this has the advantage
of records being readily accessible, the organisation’s use
of time, space and money can be wasted on duplication of
equipment, storage space and personnel if other
departments require the same information to be stored.
Advantages of a decentralised location include:
immediate access to files by employees within the department
quicker attention to customer enquiries
files set up to suit individual departments.
If a decentralised location is adopted, a person within the
relevant
Department should be appointed to establish procedures and
coordinate the management of all records.

5. Question
You have been appointed Information Advisor to a large
organisation. When you arrive at the organisation, you are
asked to prepare a report on the possibility of updating the
existing information management system. At present, there
are no set procedures but they do have an electronic
document and records management system that is 10 years
old, and everyone is responsible for their own email
management. There is a website that is maintained by the IT
Dept. The organisation has several remote workers who
constantly have to access information. The remote workers
all have laptops and PDAs that have been purchased at
various times over the past five years. At present, incoming
mail is scanned and entered into the eDRMS by one person.
examine the present system and outline a plan to achieve
the best possible system to be implemented over the next
three to five years.