Many councils purchase an expensive electronic document and records management system (EDRMS) only to find that they cannot achieve the suggested ROI. Records remain elusive and staff uptake varies because of perceptions that the software adds additional work and complicates processes.
Ultimately, a successful EDRMS requires a supporting framework. The foundations of such a framework can be found in the numerous guidelines, business classification schemes (BCS) and retention and disposal schedules (RDS) published specifically for local government. So why do issues persist when these frameworks are implemented into EDRMS?
Like many things, context is key. To get the most out of an EDRMS, the BCS and RDS must make sense in the context of the particular organisation and be properly maintained through an appropriate records and information management (RIM) program. While there are some common features across councils, operational practices and specific terms will often vary.
In an attempt to save cost, many organisations will cut corners when implementing an EDRMS. Often those closest to RIM operation are focussed on RIM-technical issues and best practise, without considering business outcomes.
Having an independent, objective perspective of your environment will ensure that best practice is achieved. Addressing such issues as to what extent legacy records are to be digitised, drafting and implementing appropriate policies and procedures, as well as providing any change management and other training needs will ensure that your EDRMS’ performance is optimised.
Paul Doolan – Information Management Consultant
Paul has extensive experience in information management, software systems and best practice in the corporate, government and legal sectors. His work experience extends throughout Australia, the United Kingdom and the United States. Contact Acrodata on Phone: 1300 227 632 or visit our website www.acrodata.com.au
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