managing electronic record

1. Introduction to Electronic Record Management
Prepared and Presented BY
R.M.Jafari
• In today's digital age, electronic records management (ERM) has
become increasingly critical for organizations seeking to effectively
manage, organize, and safeguard their digital assets. With the
exponential growth of electronic data, fuelled by advances in
technology and the proliferation of digital platforms, ERM plays a vital
role in ensuring the integrity, accessibility, and security of electronic
records throughout their lifecycle.

2. Introduction to e-records management
cont.,
• Organizations face numerous challenges in managing electronic
records, including the sheer volume of data, the complexity of digital
formats, evolving regulatory requirements, and cybersecurity threats.
Effective ERM strategies involve implementing robust processes,
technologies, and governance frameworks to address these
challenges and optimize the management of electronic records from
creation to disposition.
Prepared and Presented BY
R.M.Jafari

3. Definition of terms
• Records
• Electronic record
• Electronic records management (ERM)
• Electronic Records Management System (ERMS)
Prepared and Presented BY
R.M.Jafari

4. Definition of terms
• Records
• Records – information created, received, and maintained as evidence
and information by an organization or person, in pursuance of legal
obligations or the transaction of business (ISO 15489. 2001).
• Therefore records refer to tangible or digital artefacts that document
actions, decisions, transactions, or activities within an organization or
individual context.
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R.M.Jafari

5. Definition cont.,
• Electronic record
. According to International Organization for Standardization (ISO) - ISO 15489-1:2016,
defines electronic records as information created, modified, communicated, or received
and maintained as evidence and as an asset by an organization or person, in the course of
its activity.
. Similarly, the U.S. National Archives and Records Administration (NARA), 2003 defines
electronic records as information, created or received, and maintained as evidence and
information by an organization or person, in the conduct of business or the transaction of
affairs, and kept in electronic form.
Therefore, This definition highlights the role of electronic records as evidence of
organizational activities and transactions.
Prepared and Presented BY
R.M.Jafari

6. Electronic record cont.,
Prepared and Presented BY
R.M.Jafari
• Therefore Electronic records are digital representations of information
created, received, maintained, or used by organizations or individuals
in the course of their activities.
• They encompass a wide range of digital formats, including
• Spreadsheets
• Emails
• Databases
• Multimedia Files
• Text Documents, For instance, a contract is stored as a PDF file in a
company's document management system.

7. Electronic records management (ERM)
• Electronic records management (ERM) is the systematic process of
creating, organizing, storing, retrieving, and disposing of electronic
records securely and efficiently. It encompasses policies, procedures,
technologies, and practices designed to ensure the integrity,
accessibility, and security of electronic records throughout their
lifecycle.
Prepared and Presented BY
R.M.Jafari

8. Electronic Records Management System
(ERMS)
• According to Roper & Miller, (2018). An Electronic Records
Management System (ERMS) is defined as a specialized system
designed for managing electronic records throughout their lifecycle,
from creation or receipt to disposal.
• Therefore ERMS typically includes functionalities for record capture,
organization, storage, retrieval, retention scheduling, security, and
audit trails.
Prepared and Presented BY
R.M.Jafari

9. Managing of e-records
Prepared and Presented BY
R.M.Jafari
• To have a suitable electronic record management system organization needs to develop a good
foundation for electronic records management is to establish policies and procedures.
• The policy intent is to provide requirements, guidelines, and best practices that meet existing
legal/regulatory requirements and provide for access, preservation, management, and retrieval of
electronic records. Promote best practices in capturing/managing/retaining electronic records
during the creation, retention of, and access to electronic records.
• Policies should address organizational/operational needs, and be clear, and easily understood.
• Policy should address records regardless of format, and include retention, disposition,
access/classification, data security, compliance requirements, long-term preservation, and access
issues.
• Policies must address agency/elected office role in managing records, and provide a framework
for developing understandable procedures using required business controls and processes. Thus
includes, Statutory requirements of state records laws, federal laws, regulations, and local
ordinances should be referenced in the policies.

10. Establish E-record management systems criteria
Prepared and Presented BY
R.M.Jafari
• Compliance and Legal Issues
Electronic records management systems must comply with
administrative, legal, and regulatory requirements of state law, and
local ordinances should be included in the compliance requirements.
• Technical Requirements
Technical system requirements address the issues specific to your
government’s information technology architecture and what is needed
to manage the system.

11. Establish E-record management systems criteria
Prepared and Presented BY
R.M.Jafari
• Disaster recovery and business continuity
Disaster recovery and business continuity are important considerations
to include in the overall electronic records management solution.
Disaster recovery processes will protect the most business-critical
processes and minimize unplanned downtime.
• Systems and Applications Assessment
This analyses systems, and applications that create records and
information. It explains the functional organizational structure. The
assessment determines roles/groups that perform tasks/processes.

12. Establish E-record management systems criteria
Prepared and Presented BY
R.M.Jafari
• Cost and Budget:
Cost and Budget Consider the total cost of ownership, including initial acquisition
costs, implementation expenses, ongoing maintenance fees, and licensing costs, to
ensure the ERMS aligns with the organization's budgetary constraints.
• Usability and User Experience:
Usability and User Experience, Consider the usability and user experience aspects
of the ERMS to ensure adoption and user satisfaction, including:
• Intuitive interface: User-friendly interface with clear navigation, layout, and controls for easy
interaction.
• Training and support: Provision of training materials, user guides, tutorials, and support
resources to help users learn and effectively use the ERMS.
• Customization: Flexibility to customize the user interface, workflows, and configurations to
meet specific user preferences and organizational requirements.
• Mobile access: Support for mobile devices, tablets, and remote access to enable users to
access and manage electronic records anytime, anywhere.

13. Establish E-record management systems
criteria
• Scalability and Future-proofing:
• Scalability and Future-proofing, Assess the ERMS's scalability and
future-proofing capabilities to ensure it can adapt to evolving
business needs, technology advancements, and regulatory
Prepared and Presented BY
R.M.Jafari

14. Benefits of E-record management
Prepared and Presented BY
R.M.Jafari
• In today's digital era, the benefits of Electronic Records Management
(ERM) are more pronounced than ever before, offering organizations
across industries significant advantages in efficiency, compliance,
security, and decision-making. With the exponential growth of digital
data and the increasing complexity of regulatory requirements, the
adoption of ERM systems has become essential for organizations
striving to thrive in a competitive landscape while managing their
electronic records effectively.

15. Benefits of E-record management
Prepared and Presented BY
R.M.Jafari
• Therefore Electronic records management (ERM) offers numerous
benefits to organizations across various industries. Some of the key
benefits include:
• Compliance and Risk Management:
ERM systems facilitate compliance with regulatory requirements,
industry standards, and internal policies governing records
management. They enforce retention schedules, apply disposal actions,
and provide audit trails to demonstrate compliance and mitigate legal
and regulatory risk

16. Benefits of E-record management cont.,
Prepared and Presented BY
R.M.Jafari
• Improve Efficiency:
ERM streamlines record-keeping processes by automating tasks such
as record capture, classification, storage, retrieval, and disposition. This
leads to increased efficiency, reduced manual effort, and faster access
to information.
Improve Decision-making:
ERM systems provide timely access to accurate and reliable
information, enabling informed decision-making based on up-to-date
data and historical records. which enhances strategic planning,
performance evaluation, and risk assessment within the organization.

17. Benefits of E-record management cont.,
Prepared and Presented BY
R.M.Jafari
• Facilitate Collaboration and Knowledge Sharing:
ERM systems promote collaboration and knowledge sharing by
enabling users to share, co-author, and collaborate on electronic
records in real time. This fosters teamwork, innovation, and knowledge
exchange across the organization.
Preservation of Institutional Memory:
ERM systems help preserve institutional memory by capturing,
organizing, and archiving historical records and institutional knowledge.
This ensures continuity of operations, succession planning, and
preservation of organizational heritage.

18. Benefits of E-record management cont.,
Prepared and Presented BY
R.M.Jafari
• Enhance Accessibility:
ERM systems provide centralized repositories for electronic records,
making it easier for users to access and retrieve information from
anywhere, at any time. This improves collaboration, decision-making,
and productivity across departments and teams.
Therefore, the adoption of ERM systems offers organizations a
competitive edge by enhancing efficiency, compliance, security,
decision-making, and sustainability. As organizations continue to
embrace digital transformation, investing in ERM systems becomes
imperative for achieving operational excellence and driving business
success in the digital age.

19. Challenges of E-record management
Prepared and Presented BY
R.M.Jafari
• While Electronic Records Management (ERM) offers numerous
benefits, organizations also face several challenges in implementing
and maintaining effective ERM systems.
• Therefore the following are the challenges facing E-record
management
• Regulatory Compliance:
Compliance with regulatory requirements, industry standards, and
internal policies presents a significant challenge for ERM. Organizations
must navigate complex and evolving regulatory landscapes, ensuring
that ERM systems adhere to legal mandates for record retention,
privacy, security, and accessibility.

20. Challenges of E-record management cont.,
Prepared and Presented BY
R.M.Jafari
• Security Risks:
Electronic records are susceptible to security risks such as data breaches,
cyberattacks, insider threats, and unauthorized access. ERM systems must
implement robust security measures, including access controls, encryption,
authentication, and audit trails, to protect electronic records from security
breaches and ensure data integrity.
Complexity of Technology:
ERM systems can be complex and require specialized technical expertise to
implement and manage effectively. Organizations may struggle with selecting
the right ERM solution, integrating it with existing systems, and ensuring
compatibility with evolving technology standards

21. Challenges of E-record management cont.,
Prepared and Presented BY
R.M.Jafari
• Cost and Resource Constraints:
Implementing and maintaining ERM systems can be costly, requiring
investments in software licenses, hardware infrastructure, implementation
services, and ongoing maintenance. Organizations with limited budgets and
resources may face challenges in allocating sufficient funds and personnel for
ERM initiatives.
Retention and Disposition:
Developing and implementing retention schedules, disposal actions, and
legal holds for electronic records can be challenging. Organizations must
establish clear policies and procedures for managing record retention and
disposition in accordance with regulatory requirements, while also ensuring
the preservation of valuable records and minimizing legal risks.

22. Challenges of E-record management cont.,
• User Adoption and Training:
Ensuring user adoption and providing adequate training for ERM
systems are critical challenges. Users may resist using unfamiliar
systems or lack the necessary skills to effectively navigate and utilize
ERM functionalities. Comprehensive training programs and user
support mechanisms are essential to promote ERM adoption and
maximize system utilization.
Prepared and Presented BY
R.M.Jafari

23. Challenges of E-record management cont.,
• Therefore in addressing these challenges it requires a strategic
approach, involving collaboration across departments, investment in
technology and training, adherence to best practices, and ongoing
monitoring and evaluation of ERM systems and processes.
• By proactively addressing these challenges, organizations can
maximize the benefits of ERM and achieve greater efficiency,
compliance, security, and transparency in managing electronic
records.
Prepared and Presented BY
R.M.Jafari

24. This mark end of our presentation
Learning how to overcome obstacles God bless us
Prepared and Presented BY
R.M.Jafari
jafaririziwani2021@gmail.com