Electronic Records Management System Definition

Records management is a systematic organized planned and controlled process of managing or tracking the life cycle of records.

Electronic records management system definition.

A record can be a tangible paper object or it can be in electronic form. Records management system rms is the management of records for an organization throughout the records life cycle. What are the most important capabilities of a modern electronic records management system. Federal electronic records are not necessarily kept in a recordkeeping system but may.

Electronic records management system erms management of records in electronic form. As electronic records increased file plans automated disposition of records and integration with archiving software became standard. Records management rm also known as records and information management rim is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a company s lifecycle rm includes everything from the creation of a record to its disposal. Electronically stored information information stored in a digital format.

This type of system is a more particular kind of document management system a more general type of storage system that helps users to organize and store paper or digital documents. An electronic document management system edms is a software system for organizing and storing different kinds of documents. Essentially it comprises anything that is part of a business transaction. Records management refers to a set of activities required for systematically controlling the creation distribution use maintenance and disposition of recorded information maintained as evidence of business activities and transactions.

Erm systems have been around since the late 1990s. An electronic record is defined by part 11 as any combination of text graphics data audio pictorial or other information representation in digital form that is created modified maintained archived retrieved or distributed by a computer system this definition ensures that electronic records are the same as paper records. Emulation a strategy where the functionality of one system is recreated by a new system so that the second system behaves like the first. Electronic records management erm ensures your organization has the records it needs when they are needed.

For years they integrated with leading document management systems. Electronic record as defined in nara regulations 36 cfr 1234 2 means any information that is recorded in a form that only a computer can process and that satisfies the definition of a federal record per the federal records act definition supplied above.