Implementing an electronic document and records management system Archived

This infoKit was first published in 2004 and has now been archived and will not be further updated. Further information is available in our topic on information and records management.

The objective of this resource was  to provide institutional Records Managers and other information professionals with a ‘one-stop shop’ for impartial, detailed and practical advice of use during all the stages of a proposed or actual EDRM system implementation that is free from vendor bias and specific to the needs of the FE/HE sector.

This toolkit represented an attempt to synthesise some twenty years of experience of assisting public sector organisations to define their requirements for Electronic Document and Records Management solutions plus all the data gathered from some four months of fact finding in the further and higher education sector.  The elements specific to EDRM systems came from a methodology developed by Cimtech, the UK’s centre of expertise on Document, Records and Content Management based at the University of Hertfordshire and the DIRKS methodology developed by the National Archives of Australia and summarised in ISO 15489.

The EDRM system implementation process was broken down into ten high level stages each represented by their own section within this toolkit. Each stage was then defined as one or more steps.

For each stage the infoKit gave an indication of the resources in terms of person days that would be required to complete it. The figures were based on a medium sized institution with 5,000 staff so would need to be adjusted up or down accordingly. The figures also assumed that you have no records management staff and have no separate records management programme so they included a significant amount of time for records management work. Finally, the figures assumed a three-year project and some use of third-party consultancy and supplier services to augment the internal resource. Overall, the figures ranged from 590 – 885 days over three years. We calculated, therefore, that you would need a minimum of one full-time project manager with a part-time back-up plus consultancy resource, or two full-time project staff with supplier services post contract to follow this methodology completely.

Published: 5 October 2004 | Last updated: 8 July 2014