Diane

One thing I can remember from the 1980's is the truism "If you computerise a
messy manual system, all you end up is a very fast mess" (or something like
that).

Am electronic records management system (or indeed an electronic record
keeping system) is only part of the 'system' that you need to put in place.

You need the policies, training, guidelines, training, advice, more
training, classification schemes, training, change management strategies,
recordkeeping requirements, etc.  You will also need people trained, not
only in how to use the particular lump of software you introduce, but in
basic records management concepts, so they know why they are doing things
and what to do when they need to do something (eg, identify what records
they need to file, etc). Integrating recordkeeping functionality with
business systems is definitely a good idea. (Oh, did I mention the need for
training?)

According to the International Standard for records management (ISO 15489),
selection of a recordkeeping 'solution' comes at step E of the process.
Advice on how it is done in the Australian Commonwealth Government is
contained in the National Archives of Australia's DIRKS Manual (Designing
and Implementing Record Keeping Systems) at
http://www.naa.gov.au/recordkeeping/dirks/summary.html.  There is also a set
of functional specifications for recordkeeping systems at
http://www.naa.gov.au/recordkeeping/er/erms/specifications.html. While they
are not aimed at any other jurisdiction, they should be of interest.

So, I just really wanted to point out that selection of a lump of software
will NOT solve your recordkeeping problems.  You will have a bit of work to
do to make sure it all works properly.  The fact that your organisation
recognises there is a problem and  is willing to change is a very good
thing.

John Lovejoy
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These are my views, but oddly enough, they pretty much coincide with those
of my employer.

-----Original Message-----
From: Diane Dodge [mailto:[log in to unmask]]
Sent: Saturday, February 25, 2006 7:41 AM
To: [log in to unmask]
Subject: [RM] More Information re: Rec Mgt System


Thank you for your responses.  I apologize for not giving more 
information.

<snip>

Our company is undergoing a change in business processes and part of that 
will involve getting an electronic records/document management system 
which will connect and serve the whole company.  Up until now,we have 
operated in more of a "silo" fashion.  That was fine when the company was 
small, but it is a hindrance now.  One of the VP's sent a representative 
from Spescom to give a demonstration of their product to my boss and me, 
while he was waiting to see our President. 

We need a way to bring all the records management (including some email) 
and document production efforts together.  I have been looking at systems 
on my own.  It wasn't until the rep from Spescom demo'd his product to our 
boss, that management began to seriously consider getting an electronic 
rec mgt system.  I liked the one we saw, in that it seemed to incorporate 
Records Management principles in its design instead of having RM "piggy 
backed" onto an IT system.  But I want to encourage the management to look 
at other solutions before buying the first one they have seen. 
<snip>

I have not really defined our requirements here, but I just want to let 
you all know the situation I and my company are in.  It is growing rapidly 
and has gone from a small company to a medium sized one in the time I have 
been here.

Thanks for your interest and your advice.

Diane Dodge
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