Dealing with ERM software@system!

Dear all,

When implementing electronic records management system in organization, a lot of things need to be considered. Whenever the records system is in place, the SOP is ready, the staffs are aware of and fully understand the operational and purpose of records system, the last thing to do is to use proper e-records management system. It is the platform by which transactions and the  keeping of evidence are kept in th sytem using e-rms software.

The questions arise here;

What type of e-records software can be used?


What requirement need to be fulfilled first by the system@software before 
purchase?


How do the software works? What it can do and what it cannot do?


Does the software manage e-records according to proper records keeping system?


Does the software follows standard and requirement as well as fulfills legal and policy requirement of an agency?

These are among the factors that records professionals need to check and verify before PURCHASING any on shelf e-records system or self claimed records management sofware! More often than not, the use of the erms system and the purchase of any of it is based on self proclaimed vendor's promotion and claims! These are wrong basis for making decision to purchase and use any erms software. Another flop is that, does the organization do have records professional or the experts in ERMS to do the checking on the software or it just relies on its the so called IT experts to do it, thinking that its IT experts know everything? 
ERMS software is not similar like any other software for use in an agency! The bottom line is that, agency@organization need to ensure the evidentiary records are kept properly, the transactions are recorded accordingly, while authetic and reliable e-records are maintained throughout its existence. What people in IT department or purchasing or administrative department normally do not realize is that, they tend to make decision to use and purchase erms system from totally wrong basis and get themselves misinformed and mislead by vendor's claims of their product@erms system. 


No checking is made on the technical an operational requirement as well as records management requirement and standard are made at all. At the end the multi million ringgit of e-records system purchased is if no use at all when it comes to authentic permanent evidential value if records and transactions! What a waste investment!

Think about it!


Sent from my iPhone

Is our ERMS software complied with Arkib Negara Malaysia and MAMPU's requirement

Dear all,

Implementing Electronic Records Management System (ERMS) in organization is not simply purchasing the on shelf ERMS software from vendors, install it and there you go. It is not similar to buying any application software useful for your work. In Malaysia, most organizations, most people misunderstood of implementing ERMS to simply purchase the software and then use it. Understanding what transpire in ERMS software is critical to the successful implementation of ERMS in your organization.

There are great challenges in managing e-records to users and professionals in records because of the nature that the e-records existed and created. e-Records is complex, created in different formats and types, very sensitive and not stable as compared to paper records. Due to complexity of the e-records, the methods and approaches of managing them are also different. These differences are on the basis of characteristics of e-records created, format and type of e-records, technicalities and technical complexities, technological platforms and others.

Managing e-Records require proper fulfillment of records management requirement in place before the roll out of the system. What does it means? It means that, using the available software does not necessarily ensure that e-Records is managed well, does not mean that the ERMS is in place in your organization. Prior to use the ERMS software, there is a need to do business process analysis of the current state of affairs as to identify readiness level of the organization to move into full pledged ERMS environment. Moreover, it is critical to identify that the current records system is 'healthy', file classification system is appropriately done, filing system is up to date, retention and disposal schedule is implemented and appraisal process is practiced though out the records system. If any of the component has defect, not appropriately practiced, or wrongly practiced, then corrective actions need to be taken first before ERMS could be deployed.

However, in some instance, organization could opt for deploying ERMS regardless of the current records system provided that it is not mix together and business process is controlled, managed and appropriately implemented. This require detail understanding of the current business process and introduce new business process should the former requires revamp due to many reasons.

At the end of the day, the critical aspect is to understand and check whether our ERMS software is compliance with Arkib Negara Malaysia and MAMPU's requirement, and whether selected ERMS software fulfilled the requirement of electronic records management in the context of organizational operation in Malaysia.

Government agencies are subject to government regulations and guidelines in the selection of an ERMS or EDMS. Federal guidelines are set forth in the MS2223: 1 and MS2223: 2 together with other Directives, Functional Requirement for ERMS as stated by Arkib Negara Malaysia. Bear in mind that even though an ERMS or EDMS may meet all the guidelines, it may not meet all the requirements for your agency. You must carefully examine if the ERMS or EDMS supports: 

• Adequate security for the protection of not-public records.
• Adequate access to public records.
• Ability to capture and manage electronic records (if your ERMS has this function) in a way that meets legal requirements for parameters such as trustworthiness, completeness, accessibility, legal admissibility, and durability.
• All electronic formats included in the official definition of a government record.

Each vendor’s ERMS or EDMS has different degrees of functionality. In an ERMS or EDMS designed for the private sector, the functions available may not allow you to meet your legal requirements. For example, an ERMS or EDMS designed for the private sector may be unable to:

• Manage all the required file formats that constitute government records
• Preserve the record’s required metadata
• Ensure trustworthiness
• Provide adequate security of not-public information and records

The following basic process for selecting, implementing, and managing an ERMS or EDMS should serve as a baseline for you to develop a more specific process for your agency. The basic process includes:

• Needs assessment. The first stage is to work with internal stakeholders and understand your legal obligations to determine your unique needs. If you wish to use the ERMS or EDMS for records management, be sure that you identify trustworthiness, completeness, accessibility, legal admissibility, and durability as needs. Be sure to think of not only your immediate needs, but also your long-term requirements.
• Vendor selection. You will need to carefully select an ERMS or EDMS vendor. You may need to issue a request for proposals that sets forth your legal requirements and vendor selection criteria. You may also contact other government agencies with similar systems. In short, you will want to gather as much information as you can about potential ERMS or EDMS as they are used in government agencies.
• Implementation plan. You will need to work with the vendor and internal stakeholders to develop a comprehensive implementation plan. The plan should include a:
• Technological implementation plan that outlines how and when the system will be installed and tested
• User implementation plan that includes training and system rollout
• Deployment. As detailed in your implementation plan, you will need to install and test the system, and train users.
• Management. As you use the system, you will need to continue to manage and refine your use of the system.

Throughout each of these stages, you will need to document the entire process, including needs assessment, implementation, management, and refinement. You will also need to document the system itself, including hardware, software, operational procedures, and security measures to ensure records in the system remain trustworthy over time.

From record management to ERMS....insight #2

Dear all...

It is just an insight into what is transpired currently....

Another obstacle when organization plans to implement electronic records management (ERM) and ERM system (ERMS) is; 

People perceive and I understand that many organizations tend to do it (implementing ERMS) without considering the changes and organizational restructuring it needs to do first. Should the process flow or the current workflow does not meet up and not in tandem with the changes that is going to take place once ERMS is in place. It will just become another flaws. Organization needs to understand and redesign the organizational workflow before embarking on ERMS. As a matter of fact, ERMS comes into the picture to efficiently expedite work processes, and the old ways must make way to ERMS. Otherwise, the presence of ERMS is just considered as another organizational effort to increase the burden of the staffs, while otherwise, it is not supposed to be. 

Preliminary investigation and organizational preparedness to implement ERMS must be done first. Awareness of the staff must be instilled. Updated skills and know how in record keeping practices must be exposed to staffs and top management. The initiatives to make informed of what is ERMS, how it is going to change the way things are done and the introduction to the new way organization is operating must be done and made clear to all staffs. This requires clear direction of what organization or top management want to go about in implementing ERMS. This is normally done through change management program, which includes trainings and workshops. Top management must spearhead the initiatives as this will change and affect the whole organizational structure and the way it operates.

To think that it is just simply installing ERMS software, is totally a wrong perception and way of doing proper things. The preliminary investigation is critical to understand the current status of record keeping practices, the loop holes and gap in records management currently in operation and understanding what needs to be corrected first before ERMS come into the picture. The file plan structure, the classification, naming conventions used, the functions of each and every department, the relationship between departments are all critical information for the redesign process of a new workflow.

Think about it!

to be continued....