Electronic document management (EDM) is an enabling technology used to
organize information, make documents accessible, and assist in managing the
flow of records and information amongst users across organizations. There
are two main categories of Electronic Document Management Systems:
client/server-based and web server-based. Client-server systems use local
and/or wide area networks; web server-based systems use a browser to present
documents and provide other document management functions through the
Internet.

An EDMS provides records management functionality to facilitate file
searching, file requests, display of documents within files, file folder
movement, retention and disposition, mark documents as read only, file
overdue notices, file plans, bar coding, scanning, single architecture for
document and records management, one source for working documents and
business records, drag and drop documents into file plan, multilevel file
folder administration, saving of electronic records in virtual files,
history of records, enhanced reporting and printing functionality etc.  An
EDMS can also assist in managing the entire lifecycle of documents from
their creation through to their final disposition, which assists
organizations in meeting their legislative requirements.

An EDMS can also provide organizations with a solution for the integrated
management of electronic documents by constructing a repository for
documents created and/or received, ensuring that the electronic copy shall
be the official corporate record, ensure that captured documents are managed
as records according as per IM policy, capturing and automatically storing
metadata as part of the record profile, storing profiles/metadata of
records, storing the attachments to an email record and link the attachment
with the email record, organizing all documents within the repository
according to the organization's classification scheme, assigning a file code
to each document within the EDMS repository, ensuring that all file
classification shall be done on the folder level, integrating all documents
within the repository to Records Retention and Disposition schedules and
ensuring that the disposition of the records within the repository is done
according to the rules specified in the schedules.

Collections Canada has a good document on their website called the Business
Activity Structure Classification System (BASCS).  This document offers
implementation guidance to support function-based classification system
design and implementation.  The document can be found at:
http://www.collectionscanada.ca/06/0630_e.html

I hope some of this was of assistance.  Have a wonderful day.

John A. Gervais
Program Manager
Policy and Standards Section
Information Policy and Governance Division
Intergovernmental and International Affairs Directorate
Policy and Planning Branch
Canada Revenue Agency
25 Nicolas Street, 16th Floor
Ottawa, Ontario, Canada, K1A 0L5

' 1-613-688-9302
* mailto:[log in to unmask]
"  http://www.cra-arc.gc.ca/

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