Electronic Records Management

  • An electronic document and records management system or EDRMS is an automated software application designed to assist you with the creation, management, use, storage and disposal of information and records. An EDRMS may also automate business processes such as workflows and approvals and be integrated with other business systems. Taken From National Archives of Australia

  • An EDRMS is an electronic document and records management system. It is an automated software application designed to facilitate the creation, management, use, storage and disposal of a range of both physical and digital documents and records in an integrated way. An EDRMS may also automate business processes such as workflows and approvals and be integrated with other business systems. As the title suggests, an EDRMS combines document management and records management functionality. The document management functionality of an EDRMS, based on business rules and classification, allows you to access and use documents to meet short term needs. The records management functionality allows you to protect and manage records as authentic evidence of business to meet your statutory and other responsibilities, and can assist you to address your longer term needs for information. Taken From New South Wales State Archives & Records


What is an EDRMS and why should i implement one?

Article | EDRMS 101: the Basics by Pauline Joseph

Bulletin | Records Management Bulletin: Electronic Records Management Systems Versus Document Management Systems by NWT RM Bulletin

Article | Info-byte: EDMS, ERMS & EDRMS by The Archive-Skills consultancy

Web | The Canadian Standards for EDRMS by Government of Canada

Article | Moments of Risk: Identifying Threats to Electronic Records by David Bearman

Article | Managing digital records without an electronic record management system by the National Archives

Brochure | Promotion on Records Management systems by NewGen

Web | Electronic document and records management system by National Archives of Australia

Blog | 17 Questions to Ask in a Regulatory EDMS Software Demonstration by Montrium

Web | Challenges in implementing EDRMS by Ertan Čako

Web | Overarching reasons as to why your EDRMS project fails by RIMtech

Article | Select and Implement an Enterprise Content Management Solution by Laserfiche

  • Understand the ECM vendor market, make an informed decision, and take a bottom-up, process-based approach for an agile solution implementation.

Sample | Electronic Document & Records Management System Acquisition Strategy by Provincial Archives of Saskatchewan

trends in edrms

Web | EDRMS Key Considerations, Lessons and Checklist by NAA

Slides | Trends in #recordsmanagement by Advisory Committee on Privacy, Records Management and Security

EDRMS in the Market

Or look at some simple DCM Options:

This short video will show you the basics of managing email effectively, and will help you to:

* understand the value of email to your agency's business

* decide which email you need to keep

* decide which email can be deleted

* correctly save and title email

* use email as reliable evidence of decisions and approvals.

Tips & Tricks on Managing electronic records

Article | Descriptive Practices for Electronic Records: Deciding What is Essential and Imagining What is Possible by Margaret Hedstrom

Article | Functions-based Classification of Records: Is It Functional? by Stuart Anthony Orr

Article | Managing Records in the Modern Office: Taming the WildFrontier by John McDonald

Article | Preserving Email by Christopher J.Prom

Sample | Government Records Service Guide Managing Email Folders by Government of British Colombia

Sample | Information Management Manual 2010 by Office of the Information Commissioner of Canada

Sample | File Classification Scheme for Administrative Functions Common to all UN Offices by United Nations

Manual | Managing Public Sector Records: A Study Programme by General Editor, Michael Roper & Managing Editor, Laura Millar

Bulletin | Records Management Bulletin: Imaging Records by NWT RM Bulletin

Click Image to View

This video, created by the University of British Columbia's Records Management Office, introduces naming conventions for electronic records.

Useful Tools for Electronic Records:

Guide for Good & Efficient File Naming Conventions:

Duplicate Files? Too Many files? No Problem!

AVI-MetaEdit The software gives you ability to perform various metadata editing for AVI files. You can use the tool to embed, edit, import, and export metadata.

BWF MetaEdit is a tool that supports embedding, validating, and exporting of metadata in Broadcast WAVE Format (BWF) files. It supports the FADGI Broadcast WAVE Metadata Embedding Guidelines.

DELOLD is a command line tool used to delete old files with a create date older then a set amount of days. It can do verbose and recursive with any path given. Perfect for Scheduled and/or batch file jobs.

The Dependency Discovery Tool searches through binary office files (.doc, .xls and .ppt) and tries to find any documents or files that are linked to the document. 

Duplicate Files Finder is an application which searches for duplicate files (files which have the same content, but not necessarily the same name) and lets the user remove duplicate files, either by deleting them or by creating links.

ExifTool is a platform-independent Perl library plus a command-line application for reading, writing and editing meta information in a wide variety of files

Email Parser downloads emails, scans the message body looking for "From:... To:..." blocks, reconstructs social relations and saves everything into a database. A navigator then allows you to browse friendship relations and perform searches through the contacts.

Muse is a research tool from Stanford Computer Science for browsing large email archives. It was originally meant for people to browse their own longterm email archives. We have now started adapting it for journalists, archivists and researchers.

Records Authority is an open source web application designed to manage structured and reusable metadata about records and record systems. The software is a lightweight and inexpensive tool used to survey departments; inventory records; and create, manage, and distribute retention schedules.

Batch Renaming Applications:

  1. PSRenamer (MAC)

  2. Renamer (MAC)

  3. Bulk Rename Utility (PC)

  4. Personal Renamer (PC)

  5. vRenamer (PC & MAC)