Government organizations manage a lot of sensitive citizen-centric information. The bulk of documents and complexity of data can prove difficult to store and track. Electronic Document Record Management System (EDRMS) helps government organizations manage and utilize their high influx of physical and digital records with ease.
EDRMS combines the multiple capabilities of document management system, records management system, and correspondence management system.
As per Gartner, “The success of EDRM deployments depends on the ease of use and the level of transparency experienced by end-users, system administrators and third-party applications when accessing core features and functionalities. Prioritize your requirements to match your needs to the available offerings.”
Selecting an EDRMS: Seven Factors to Consider
1. Certified Records Management System
An EDRMS certified with global standards, such as DoD 5015.02, ISO 15489, ISO 16175, VERS, and National Records and Archives Authority (NRAA) Oman, can help you reform your processes and create paperless offices. Strong customer reviews from early adopters should be considered while selecting an enterprise documents and records management solution.
2. Productivity and Flexibility
Choosing an electronic documents and records management platform with built-in capabilities for business productivity apps, like MS Outlook, Office 365, MS SharePoint will give a boost to your employee productivity. It should also have flexibility to integrate with other business systems for a smooth implementation.
3. Scalability
A scalable records management solution which can handle billions of documents by supporting multiple workflows, running on the same or different machines, with scalable, web-centric, and n-tier architecture should be implemented. This will ensure better ROI in the long run for Government organizations.
4. System Validation – Before Go-Live
Before selecting an electronic documents and records management solution, stakeholders should ask for a POC (Proof of Concept) and evaluate its fitment with existing IT landscape. Most importantly, getting the EDRMS tested by the end-users and system administrators before final implementation is essential.
5. Security
A records management software should guarantee your records’ confidentiality, authenticity, and integrity. It should implement centralized security with multiple levels of security classifications, extensive rights management, and audit logs for on-premise or cloud installations.
6. Support for Multiple Record Types
An eligible records management platform should support physical, electronic, email-based, and social records in various formats, such as doc, ppt, Excel, pdf, pdf/a, tiff, jpeg, and more. Moreover, a system that makes it easy to classify, index and organize records will facilitate search and retrieval of information, as well as decision-making for different departments.
7. Training and Maintenance
Does the electronic documents and records management solution provide comprehensive training for all end-users, including record managers, policy and system administrators, and business users? It should. Insist on it, along with complete user manuals, user forums, operation manuals, instructional videos, and online help resources.
Electronic documents, physical documents, and emails can be easily captured and indexed using Newgen’s electronic documents and records management software . The solution integrates seamlessly with different applications for bulk upload. It can also extract data from MICR and barcodes to allow for easy tracking of physical records.
To know more about a well-coordinated records management system, click on the link.
