Recording Government

Digital Information Sheets

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• Microsoft SharePoint Server and EDRMS
• Digital Rights Management and Records Management

Microsoft SharePoint Server and EDRMS

Microsoft SharePoint is a web-based server that can be used to build portals, collaborate on documents, and create content management sites. It provides search capabilities, workflow and reporting functionality when used with MS Office. SharePoint can also be used as a platform on which to build an EDRMS.

To assist agencies, State Records has developed an information sheet that:

• provides advice to personnel who are contemplating implementing SharePoint as an electronic document and records management system (EDRMS) and the implications on managing official records
• broadly outlines the role of SharePoint and the role of a compliant EDRMS, and
• provides advice on the capabilities of SharePoint when integrated with such an EDRMS.

The information sheet does not attempt to:

• recommend for or against an agency implementation of SharePoint
• present a detailed description of the technology involved and how it should be used, nor
• outline a suggested technical implementation of the technology.

All of these are matters for an agency's own IT staff.

Advice on the implementation of Microsoft Office SharePoint Server 2007 and 2010 as part of an agencys recordkeeping solution. Microsoft SharePoint and EDRMS (41 KB PDF File)

Related Information:

• Recordkeeping Information Sheets

Digital Rights Management and Records Management

Digital Rights Management (DRM) refers to technology that allows the creator/provider of digital information to control when and how that information is used. It consists of a set of technologies designed to apply and enforce persistent access restrictions, as specified by the information creator/provider, to digital information.

State Records of South Australia is concerned that the use of DRM technology may prevent South Australian State and Local Government from managing official records of government in accordance with the State Records Act, 1997.

To assist agencies, State Records has developed an information sheet that:

• informs State and Local Government agencies about DRM technology and the potential risks to records management for agencies considering implementation of DRM in their agencies, and
• provides advice to managers, information and records managers and IT personnel implementing and applying DRM technology in their agencies.

From these considerations, an agency may ascertain what policies need to be produced if DRM technology is to be used.

This information sheet does not attempt to:

• present a detailed description of the technology involved and how it should be used, nor
• outline a suggested technical implementation of the technology.

Both of these are matters for an agency's own IT staff.

Advice sheet outlining the implications for an agency of implementing DRM technology on information and records management. DRM and Information and Records Management (81 KB PDF File)

Related Information:

• Recordkeeping Information Sheets