What is an EDRMS?

    An Electronic Document and Records Management System (EDRMS) is an automated system used to manage the creation, use, management, storage and disposal of physical and electronic documents and records. These systems maintain appropriate contextual information (metadata) and links between records to support their value as evidence.

    What are the current procurement arrangements?

    Agencies wishing to procure an EDRMS will be responsible for tendering, system evaluation, procurement and implementation.

    It is recommended that agencies follow internal procurement processes and utilise the services of agency procurement advisers.

    Although State Records no longer manage EDRMS contracts, State Records is able to provide advice to agencies on aspects of procurement.

    Who needs to comply with procurement arrangements?

    Agencies, as defined by the State Records Act, 1997 and bound by section 14(2), who intend to procure or upgrade an EDRMS system are required to procure a solution that meets the requirements established in Standards published by State Records, unless the Director State Records of South Australia grants an exemption.

    Why procure a compliant EDRMS?

    Interoperability between different systems is a critical issue for government as it facilitates information sharing across agencies and enables service continuity during and after the realignment of government functions.

    Information can be more efficiently transferred or migrated between compliant EDRMS' if they are configured to meet the:

    Minimum Recordkeeping Metadata Requirements Standard and the EDRMS Design Standard 

    The benefits gained from implementing a compliant EDRMS are:

    • improved administrative efficiency and effectiveness
    • increased evidence-based and informed decision-making
    • improved customer service reduction in the loss of electronic records capability to integrate with office and agency business systems
    • improved information sharing within and across government secure and systematic management of records, including management of sensitive and personal information
    • improved quality and consistency of business processes increased agency recordkeeping procedures and practices compliance with the State Records Act, 1997 aids agency compliance with meeting requirements of the Freedom of Information Act, 1991
    Do all agencies need to have an EDRMS?

    Agencies do not necessarily need an EDRMS.

    For example, a small Board of three staff located in a single office, operating independently of an agency or department, that is able to apply rigorous controls over the hard-copy and electronic records it receives and generates may not need an EDRMS.

    However, if agencies are intending to implement an EDRMS solution to assist in managing their paper-based and/or electronic records they will need to meet State Records of SA standards.

    How do I ensure government requirements are met?

    When an agency is evaluating an EDRMS, the agency must ensure that it is compliant with the:

    Managing Digital Records in Systems Standard 
    EDRMS Design Standard 
    Minimum Recordkeeping Metadata Requirements Standard 

    Further, the system will be operated and maintained by people who are trained and competent in its application.

    and that the system meets the following conditions:

    • effectively allows the agency to manage risks associated with poor records management is able to interrogate and report upon the data it contains is capable of employing metadata standards to ensure accurate identification and preservation of the agency's records
    • enables the agency to access and subsequently disclose information to meet business needs in ways that protect information that is sensitive, confidential or impinges on personal privacy contains the appropriate functionality to ensure the protection of data
    What if an agency EDRMS is non-compliant?

    Agencies that have installed a non-compliant EDRMS solution will need to work with the supplier of their current solution so that the solution meets Government requirements.

    Alternatively, agencies can procure and migrate to a system that has already been evaluated as meeting Government requirements.

    State Records provided suppliers of non-compliant solutions with information about EDRMS accreditation requirements in 2006 and again in 2009.

    What is the EDRMS exemption process?

    Agencies, as defined by the State Records Act, 1997, will need to submit a strong business case, which has been approved by the agency's Chief Executive, to State Records.

    The business case will need to include, but is not limited to details of the preferred solution and the supplier a case not to procure from the State Records Standards based approach cost analysis.

    State Records will review the business case and provide a recommendation to the Director State Records.

    Exemption from procuring a compliant solution still requires that:

    the solution meets:

    the suppliers are:

    • a commercially viable service provider (as defined by the South Australian State Procurement Board)
    • undertaking full VERS compliance for their product or have received full VERS compliance for their product
    • risk analysis to both the records and the agency of not procuring a compliant solution
    What are the agency pre-procurement activities?

    Agencies are required to undertake and complete business records and technical procurement and pre-implementation activities so that they are able to select the most appropriate EDRMS to meet their business needs.

    These activities are described in brief in this section.

    To assist agencies in procuring a compliant EDRMS, State Records has prepared a suite of EDRMS Standards, including the EDRMS Procurement and Pre-implementation Guideline.

    Prior to procuring, the EDRMS Checklist and pre-procurement certificate, which are available in the EDRMS Procurement and Pre-implementation Guideline need to be endorsed by the agency's Chief Executive and State Records.

    What are the business procurement/pre-implementation activities?

    Agencies will need to undertake a number of business planning activities to facilitate procurement and implementation of the EDRMS.

    The EDRMS Procurement and Pre-implementation Guideline  has a checklist of business requirements.

    What are the requirements for EDRMS accreditation?

    The requirements for accreditation are that:

    the solution meets:

    the suppliers are:

    • commercially viable service provider (as defined by the South Australian State Procurement Board)
    • prepared to sign the common EDRMS Panel Deed Agreement
    • undertaking full VERS compliance for their product or have received full VERS compliance for their product