Information and Records Advice

• Microsoft SharePoint Server and EDRMS
• DRM and Information and Records Management

Microsoft SharePoint Server and EDRMS

Microsoft SharePoint Server 2007 (MS SPS 2007) is a new Microsoft Office 2007 server tool. MS SPS 2007 provides enterprise search, collaboration, workflow and reporting functionality when used with MS Office 2007.

The purpose of this Recordkeeping Advice is to:

• provide advice to managers, information and records managers and IT personnel who are contemplating implementing MS SPS 2007 in their agencies and the implications on managing official records
• broadly outline the role of MS SPS 2007 and the role of an electronic document and records management system (EDRMS) - as selected from the South Australian Government EDRMS Supply Panel, and
• provide advice on the expanded capabilities of MS SPS 2007 when integrated with such an EDRMS.

This Recordkeeping Advice does not attempt to:

• recommend for or against an agency implementation of MS SPS 2007
• 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.

A copy of this RecordsKeeping Advice may be accessed via the web link below.

This RecordKeeping Advice outlines the role of Microsoft SharePoint Server versus that of an Electronic Document and Records Management System (EDRMS). SharePoint Server and EDRMS (77 KB PDF File)

DRM and Information 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.

The purpose of this Recordkeeping Advice is to:

• inform 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
• provide advice to managers, information and records managers and IT personnel implementing and applying DRM technology in their agencies.

This Recordkeeping Advice 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.

The RecordKeeping Advice outlines in broad terms the implications of implementing DRM on an agency's business and its legisaltive requirements for keeping and managing its business records. The RecordKeeping Advice then details a set of principles that should be used by an agency in determining whether and where DRM technology may be appropriate to their business.

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

A copy of this RecordsKeeping Advice may be accessed via the web link below.

This RecordKeeping Advice outlines the implications of implementing DRM technology on information and records management for an agency. DRM and Information and Records Management (94 KB PDF File)