Electronic document and records management system (EDRMS) is a type of
content management system and refers to the combined technologies of
document management
A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is r ...
and
records management systems as an integrated system.
Use
Typically, systems consider a document or file to be a work-in-progress until it has undergone review, approval,
lock-down
A lockdown is a restriction policy for people, community or a country to stay where they are, usually due to specific risks (such as COVID-19) that could possibly harm the people if they move and interact freely.
The term is used for a prison ...
, and (potentially) publication, where it will wait to be used. The version of the form that is saved containing user content will become a formal
record within the
organization
An organization or organisation (English in the Commonwealth of Nations, Commonwealth English; American and British English spelling differences#-ise, -ize (-isation, -ization), see spelling differences), is an legal entity, entity—such as ...
.
Once a document achieves the status of a record, the organization may apply
best-practice or legally enforced retention policies which state how the second half of the
record life-cycle will progress. This typically involves retention (and protection from change), until some events occur which relate to the record and which trigger the final
disposition schedule to apply to the record. Eventually, typically at a set time after these events, the record undergoes
destruction
Destruction may refer to:
Concepts
* Destruktion, a term from the philosophy of Martin Heidegger
* Destructive narcissism, a pathological form of narcissism
* Self-destructive behaviour, a widely used phrase that ''conceptualises'' certain kin ...
.
EDRMS software
A range of software vendors offer these systems at an enterprise level (i.e. targeted at managing all documents and records within an enterprise).
[Aziz, Azlina & Yusof, Zawiyah & Mokhtar, Umi & Jambari, Dian. (2018). A Conceptual Model for Electronic Document and Records Management System Adoption in Malaysian Public Sector. International Journal on Advanced Science, Engineering and Information Technology. 8. 10.18517/ijaseit.8.4.6376. ]
These vendors have historically provided
electronic document management systems and have acquired smaller
records management system companies. The seamlessness of the integration and the original intention of the records-management component to manage electronic records typically sets the complexity of deploying and potentially of using the final system.
Associated technologies
*
Business process management
Business process management (BPM) is the discipline in which people use various methods to discover, model, analyze, measure, improve, optimize, and automate business processes. Any combination of methods used to manage a company's business p ...
(BPM)
*
Case management and
matter management
Legal matter management or matter management refers to activities involved in managing all aspects of the corporate legal practice ("matters"). Matter management is distinguished from case management, in that case management is generally considere ...
*
Enterprise content management (ECM)
*
Scanning
*
Web content management
A web content management system (WCM or WCMS) is a software content management system (CMS) specifically for web content. It provides website authoring, collaboration, and administration tools that help users with little knowledge of web programm ...
(WCM)
Professional organizations
Notable professional organizations for documents and records include:
*
Association of Records Managers and Administrators
__NOTOC__
ARMA International (formerly the Association of Records Managers and Administrators) is a not-for-profit (charitable) membership association for information professionals, primarily information management (including records management) ...
(ARMA International)
*
Information and Records Management Society (IRMS)
References
{{Reflist
Content management systems
Information management
Records management
Records management technology