Electronic document and records management system (EDRMS) is a type of
content management system
A content management system (CMS) is computer software used to manage the creation and modification of digital content ( content management).''Managing Enterprise Content: A Unified Content Strategy''. Ann Rockley, Pamela Kostur, Steve Manning. New ...
and refers to the combined technologies of
document management 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, 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
A record, recording or records may refer to:
An item or collection of data Computing
* Record (computer science), a data structure
** Record, or row (database), a set of fields in a database related to one entity
** Boot sector or boot record, ...
within the
organization
An organization or organisation (Commonwealth English; see spelling differences), is an entity—such as a company, an institution, or an association—comprising one or more people and having a particular purpose.
The word is derived fro ...
.
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
A disposition is a quality of character, a habit, a preparation, a state of readiness, or a tendency to act in a specified way.
The terms dispositional belief and occurrent belief refer, in the former case, to a belief that is held in the mind b ...
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 ki ...
.
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 ...
(BPM)
*
Case management and
matter management
*
Enterprise content management
Enterprise content management (ECM) extends the concept of content management by adding a timeline for each content item and, possibly, enforcing processes for its creation, approval and distribution. Systems using ECM generally provide a secur ...
(ECM)
*
Scanning
*
Web content management (WCM)
Professional organizations
Notable professional organizations for documents and records include:
*
Association of Records Managers and Administrators (ARMA International)
*
Information and Records Management Society (IRMS)
References
{{Reflist
Content management systems
Information management
Records management
Records management technology