State Records has published a standard and a functional specification to assist agencies in managing official records generated by their business systems.Management of Official Records in a Business System
From 1 August 2009, the Across-Government Electronic Document and Records Management System (EDRMS) Panel of products (the Panel) ceased to exist.
Agencies who have not procured an EDRMS from the Panel will be required to procure a system through established agency procurement mechanisms. Any EDRMS procured after 1 August 2009 must meet the minimum compliance requirements set out in the suite of standards published by State Records, plus their own business requirements.
This standards framework will ensure the continuation of a mandated approach to EDRMS procurement through approved standards developed by State Records whilst minimum government compliance requirements will be met through:
a functional specification
a metadata standard, and
full compliance with the Victorian Electronic Records Strategy (VERS).
The suite of State Records standards and guideline are:
Document and Records Management Systems Standard a standard that details the policy for SA Government agencies when selecting, purchasing and implementing an EDRMS. The standard also mandates the implementation of an EDRMS to enable adequate records management practices in regard to both electronic and physical records.
EDRMS Design Standard a standard that provides six key principles and the related minimum compliance requirements for EDRMS, and provides metadata compliant profiles for records in an EDRMS.
South Australian Recordkeeping Metadata Standard (SARKMS) a standard that outlines the mandatory metadata elements required for managing records in accordance with best practice.
EDRMS Functional Specification Standard a standard detailing the South Australian Government's functional requirements for a compliant EDRMS.
EDRMS Procurement and Pre-Implementation Guideline a guideline that details the activities that agencies need to undertake in order to select the most appropriate EDRMS to meet their specific business requirements.
Download these standards and guideline from the links below.
For an EDRMS to be procured in South Australia by a State Government agency, it is still a mandatory requirement that the EDRMS solution:
is released in the Australian market (the version being bid) and is fully functional in at least one organisation (other than own) located in Australia
is currently supported in the Australian market by the supplier
provides a complete solution, not a partial solution
is compliant with all specifications (1 to 5) of VERS Version 2
meets all (100%) of the functional and technical requirements, which are mandatory, as an 'off-the-shelf' solution without significant customisation
captures and maintains all of the mandatory recordkeeping metadata elements, in accordance with SARKMS, as a permanent record.
