Systems that create, keep and manage digital records

Systems that create, keep and manage digital records can create and capture both records and metadata (information about records), or manage metadata only while the records are held elsewhere.

Examples of systems include:

• electronic document and records management systems (EDRMS) 
• email systems
• finance systems
• personnel systems
• workflow systems
• core business systems, such as case management systems or ministerial correspondence systems

To support agency business, systems that manage information need to work so that records:

• can be proven to be genuine
• are accurate and can be trusted
• are complete and unaltered
• are secure from unauthorised access, alteration and deletion
• are findable and readable
• are related to other relevant records

What does your system need to do to be records management capable?

Before a decision is made to acquire a system, the records management capability in the system should be considered.

International standard ISO 16175, Principles and Functional Requirements for Records in Electronic Office Environments, includes general principles and functional requirements for both business systems and electronic document and records management systems software.

It assists with the:

• review of recordkeeping functionality in existing software
• integration of electronic records management software into a business system
• design of specifications for in-house software development
• evaluation of software considered for purchase
• procurement, deployment and configuration electronic records management software
• design and re-design of software products for enhancements

Each agency also needs to assess and amend the functional requirements to suit their own business and technical requirements.