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Electronic Documents and Records Management Systems (EDRMS) Workshop

This programme is must for anyone planning or about to embark on the implementation of an Electronic
Document and Records Management System (EDRMS) or Enterprise Content Management System (ECM).

Description
This programme is must for anyone planning or about to embark on the implementation of an Electronic Document and
Records Management System (EDRMS) or Enterprise Content Management System (ECM). The course is designed as a
workshop with lots of interaction and discussion, to assist delegates to determine the potential pitfalls of implementing
EDRMS/ECM systems, and to avoid them, through a detailed understanding of all the implications.

This programme is designed to equip delegates with the skills necessary to understand, plan for and implement an Electronic
Document and Records Management System (EDRMS). The course is product-neutral and highlights the key issues
required for successful implementations, and how to avoid the pitfalls commonly associated with EDRMS systems.

Workshop Objectives
By the end of this workshop, you will be able to:

 Understand the legal environment surrounding electronic documents and records

 Understand the policy and procedures which need to be created and implemented
 Be able to plan for and compose the team who are needed to conduct the implementation
 Develop a classification scheme
 Understand the core components that make up an EDRMS system and how to evaluate which components are
required in their organizations
 Have a working knowledge of the applicability of digital signatures
 Be able to implement a records retention schedule
 Create an inventory of records in the organization
 Determine the current maturity and readiness of the organization to implement EDRMS.

Who is this workshop for?

This course is designed for individuals who manage, or who are involved with, any aspect of document control and records
management. This includes records and information managers, in-house counsel, privacy officers, information security and
protection managers, litigation and discovery staff, compliance officers, internal auditors, IT and enterprise content
management professionals, and administrative managers. It has been specifically designed to support activities across all
types and sizes of organizations and sectors working locally and globally

This workshop is suitable to a wide range of professionals but will greatly benefit:

 Records Managers
 IT Staff responsible for selecting and implementing EDRMS and ECM systems
 Business unit representatives responsible for implementing DRMS systems
 Business and systems analysts on the EDRMS project
 Departmental managers responsible for Records Management
The Workshop Content

Current legislation governing the management of information in organizations:

 Electronic Communications and Transactions Act
 National Archives and Records Service of SA Act
 Protection of Personal Information Act
 Promotion of Access to Information Act
 The new Companies Act
 The King III Code of Corporate Governance
 Other relevant regulations and guidelines in the public and private sector
Identifying the types & characteristics of information resources to which the legislation
applies:
 Records
 Documents

EDMS Vs EDRMS vs ECMS vs E-memo.

 EDMS typically may include:

o Document and content creation
o Document and content capture
o Document and content editing and revision
o Image processing
o Document workflow/business process management (BPM)
o Document repositories
o Computer-Output Laser Disk/Enterprise Report Management (COLD/ERM) and other output systems
o Information retrieval functionality

 ERMS has the functionality to:

o Receive of records
o Use records
o Manage and maintain electronic records
o Manage paper-based and other analog records
o Manage the disposition of records

 An ECM system
o Collaboration tools
o Digital asset management tool
o Web content management tools

 E-Memo Functionalities
o Design workflows
o Alert & Notification
o Reporting
o User Access Control
o Scalability
Defining the steps for developing an EDRM policy in your organization:
 Classification
 Appraisal
 Retention
 Disposal management
 Practical exercise to develop Policy
Examining & quantifying the potential benefits and business case for designing and
implementing a records management framework:
 Accountability and transparency
 Relevance of document retention and data integrity
 Systems efficiency and cost reduction
 Integration of data
 Streamlined business processes for accessing and storing data
Development of Effective DRM Policies & Procedures
Determine the essential elements of your DRM policies & procedures document:
 Scope and aims of the policy
 Records management principles and approach
 Responsibilities of record management
 Resources and systems
 Records retention and disposal
 Classification design
 Protection and access of data
 Disaster recovery
 Monitoring and measurement
 Standard procedures
 Practical exercise to develop Policy
Evaluate the management of different types of documents:
 Paper records
 Born-digital Electronic documents
 Images
Determine the infrastructure & technology resources required to actively manage your
records management system:
 Assess the needs of each department
 Evaluate the appropriate technology to capture and preserve all electronic and business documents
 Analyse your current Information systems and technology
 Examine the criteria for identifying and selecting an appropriate DRM system:
 Functionality of the system
 Alignment with your organisation’s infrastructure
 Upgrading current systems
 Practical exercise
Analyse effective roll-out methods & adoption for efficient application by all users:
 Deployment of policies
 Security considerations
 Communication policy to promote your policies
Change Management requirements & Planning
Identifying what needs to change in your organization in order to ensure the highest level
of success in managing your business documents & records:
 People
 Processes
 Systems
Planning your change management strategy:
 Consulting the Customer and Employee
 Stakeholder analysis
 Regular information sessions
 Promoting participation in the process
 Gather feedback to ensure continuous improvement
 Practical exercise
Defining the appropriate mechanisms for driving forward a change management process
that will overcome the fears of implementing a records management programme &
systems & get buying at all levels by using a:
 top-down approach to create a culture of leadership and ownership of the process
 bottom-up approach to sustain the readiness and capacity for the change in adopting your DRM
initiative
 Aligning the goals of each business unit with your overall business objectives in order to drive your
DRM and business performance
 Promoting an awareness among your internal and external users by effectively communicating the
benefits of your DRM system
 Creating and communicating a shared vision, mission and core values to drive forward your DRM
process and improve overall information and records management compliance and performance
 Successfully overcoming the internal resistance obstacles to your DRM policy by cascading your DRM
system down to all your business units
 Applying the appropriate reporting processes for effectively implementing and maintaining your DRM
system

Roles & Responsibilities

Analysing the capabilities, functions & responsibilities of your managers & users who are
required to plan, implement & manage your DRM system:
 Ensure that the DRM policies and procedures and internal controls are executed responsibly
 Maintain effective, efficient and economic utilisation of all resources to ensure sound records
management
 Safeguard business records against loss and damage
 Promote the effective capture and storage of all records
 Understanding the general responsibilities of the Chief Information Officer (CIO) and IT department in
assessing potential risks and achieving efficient records management practice
 Evaluating the appropriate training and support programmes for all stakeholders in optimizing the
effective functionality of your DRM system
 Obtaining buy-in from all staff and overcoming communication barriers to ensure an efficient DRM
system
 Ensuring that your DRM policies are aligned to your organizational policies and procedures
 Assess the appropriate technologies for ensuring an uninterrupted flow of business operation and data
retrieval
 Identify the critical records that are required to continue business operations in the event of a disaster
 Create a disaster recovery team who is well prepared in implementing and managing your disaster
recovery programme
Quality, Integrity & Security Measures
 Determining the reliability and quality of your EDRM infrastructure and system
 Defining the link between various business units to support the efficiency of your records management
process
 Examining the various South African National (SANS) and international (ISO) standards, to achieve
best practice in reliability, integrity and authenticity of electronically stored information
 Creating internal versus external benchmarks as effective measurement mechanisms to accurately
track the progress of your records management system
 Identifying where the potential risks exist in your EDRM system
 Undertaking the appropriate steps to preserving the integrity and protection of all documents
 Adopting compliance monitoring and inspections for effectively managing the lifecycle of your
documents

 Conducting regular policy reviews and assessments of your EDRM system to establish the
effectiveness of the process in line with changes in legislation or business processes
 Practical exercise to develop Policy

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