Electronic Document and Records Management System

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ISO15489 for records management by 31 st March, 2006. It would seem highlydesirable to align the implementation of the Document Management and RecordsManagement projects since there is clearly a high degree of commonality.5.7 Furthermore, the Lord Chancellor has published under Section 46 of the Freedomof Information Act a Code of Practice for the Management of Records. Adherenceto this Code of Practice is considered to be highly desirable to ensure compliancewith the Freedom of Information Act and other Acts of Parliament relating toinformation and record-keeping.5.8 There are also other legislative drivers in the form of the requirements of theFreedom of Information Act in general, the Data Protection Act and the DisabilityDiscrimination Act, which exert additional influence upon the way that localauthorities manage, maintain and present the data in the delivery of services.5.9 The council is required to address its responsibilities for records management andseparate reports will be presented to the Council in due course addressing allpolicy and procedural matters.6. Business Objectives6.1 The core business objectives of establishing an EDRMS solution are:-• To support the business needs of the authority for good record keeping inthe electronic age.• To enable the authority’s corporate memory to be effectively captured andsafeguarded electronically.• To enable each service unit to manage their documents, in an organisedfashion and to share information with all areas of the business whereappropriate.• To store and manage all documents centrally and allow access remotely.• To facilitate the development of a seamless link from Corporate Systems toelectronic documents.• To develop capacity to enable continuous improvement.• To improve access to Council information by delivering accurate, up-to-dateinformation, very quickly to whoever needs it.• To assist in ensuring compliance with the legal requirements of theFreedom of Information and Data Protection Acts.6.2 EDRMS is a key component that supports many elements of the ModernisingGovernment agenda. It will further support the Council in maintaining its currentCPA status and promote further progression through the:-• Modernisation of administrative processes by replacing paper-basedactivities with electronic ones;• Enhancement of management information enabling decisions to be robust,transparent and auditable;• Retention and maintenance of records delivered electronically to theCouncil and enable delivery to the citizen in a way which can servecontinuing operational needs and provide reliable evidence if required;• Promotion of joined-up working arrangements between departments andservice units by enabling information and records that represent crossdepartmentalfunctions to be shared;108
• Development of existing applications to integrate with the solution, so thatall information relating to a particular record is delivered seamlessly at thetouch of a button;• Promotion of open and accountable local government by increasing theinformation accessible to the public and staff, subject to strict accesspermissions.7. Benefits7.1 This project will provide a large number of intangible benefits included in the listbelow. As the project progresses the potential value of many of these benefits willbecome apparent.7.2 The benefits will include:-• Saving of office space• Saving of staff time in searching for documents• Delivery of appropriate incoming post in a timely fashion• Ability to share information immediately• Ability to monitor flows of information• Ability to link all elements of a record• Prevents loss of documents• Large quantities of Information can be stored, with no impact to staff• Management of correspondence• Production of management statistics• Adherence to legislative requirements of:-• the Freedom of Information Act• the Data Protection Act• the Lord Chancellor’s Code of Practice• Support of E-government targets• Implementation of ISO 15489• Capacity planning• Document archiving• Picture build up of a situation or case8. Method of Approach8.1 The National Archives, formerly the Public Records Office (PRO), provides adviceand guidance to records managers for central government and has developedfunctional specifications for ERMS solutions.8.2 The specification covers the entire life cycle of public records, in whatever format,from creation through to destruction or transfer to archive. The CoreRequirements set by the specification includes:-(a) Record Organisation(b) Record Capture, Declaration and Management(c) Search, Display and Presentation109
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