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Recordkeeping by design

Recordkeeping is about ensuring that transactions and actions of all types can be traced – who did what, when and why. These actions and transactions occur in many different ICT systems. Our recordkeeping design services assess what records need to be made and kept to protect organisations and individuals and to ensure that the story of what happened can be told for business, regulatory and social purposes.

Our approach is based on leading edge analysis of work processes using transformed traditional approaches known as ‘appraisal’. We can also assist in defining and selecting systems that are dedicated to digital recordkeeping – often known as EDRM, or electronic document and records management, or ECM – electronic content management systems.

Records in business systems

We assist business in determining what records (packaged data) needs to be grouped together to tell the story of actions. It doesn’t matter what type of business system is in use – all have to maintain records. Sometimes this is as simple as ensuring that the system as a whole has auditable, accessible and queryable audit trails. Audit trails are a clunky approach, so we help business design the appropriate recordkeeping interventions for better results. This can be in the form of specific data fields with traceability, pre-packaging of data fields for extraction, moving documents or data to a dedicated storage environment etc.

It means less thinking about maintaining a database, and more thinking about managing a system of record. Not simply storing the data that’s correct now, but storing it in context, with a full history of changes and amendments. An ever-expanding archive of information: data that includes history about itself. A database is constantly changed, and loses all this context. A system of record is constructed of immutable records, written once and never removed – but amended, or marked in certain ways, if need be. When a fact is out of date, it’s not deleted and removed forever – instead it’s kept, and marked as “out of date”. Keeping data this way helps Land Registry with it’s Assurance role and helps reduce property fraud, and means it can make data open and available to users and third parties.
From https://gds.blog.gov.uk/2015/07/24/building-on-the-steel-thread/

Electronic Documents Record Management and Archives Software Selection

An electronic document and records management system (EDRMS) supports corporate control of information in a distributed, digital world. Going to market can be time consuming when there are so many products to assess. Do you know what functions are needed to support good recordkeeping? Can you ensure that data capture will be efficient, and achieve user acceptance?

Questions of functionality supporting recordkeeping processes are complex, so functional specifications have been developed to support selection, but then how can you differentiate between products? Do you need complex security and access? Can the software be delivered as a service? Where will the data reside? Does it interface with existing systems and business processes? Does it support mobile working and devices? Does it support archival industry standards?

Don’t be overwhelmed by choice

We can help to navigate complex decisions on software selection. We have experience with the market leading products. We understand the difference between essential functionality and what’s ‘nice to have’.

We support informed acquisition for new EDRMS systems using efficient product requirements and selection approaches.

We maintain strict vendor independence. We receive no commission or fees that might influence our recommendations. You can trust our judgement to achieve the best fit for your requirements.

 

Beech forest Matra in winter By Susulyka - Own work, GFDL, https://commons.wikimedia.org/w/index.php?curid=3900688

Need a business case or software acquisition strategy?

Recordkeeping Innovation have developed requirements and business cases for the acquisition of EDRMS systems for whole of government and agency procurement panels.  We understand the complexity of managing diverse requirements, covering large and small agencies, without compromise on functionality, configuration, and support and licensing.

Contact us for expert advice on EDRMS and archives software acquisition and implementation strategies.

We have undertaken software assessments, configuration and implementation planning for: