EDRMS Panel Information

• EDRMS Panel Announcement
• EDRMS Procurement and Pre-Implementation
• EDRMS Functional Compliance Requirements
• Information Technology Technical Standards

EDRMS Panel Announcement

In July 2003, State Records of South Australia issued an Across Government Request for Proposal for an Electronic Document and Records Management System (EDRMS) Panel of products (the Panel) from which State Government Agencies and Local Government Authorities may procure.

After a rigorous evaluation and negotiation process, a common Deed Agreement has been established for application by all Agencies and Authorities procuring from the Panel.

To further assist Agencies and Authorities procuring from the Panel, State Records has produced a suite of supporting documentation including:

• EDRMS Frequently Asked Questions
  details all aspects of the Panel, from how it was formed through to its application and its future.
• EDRMS Pre-Procurement Guidelines
  a guideline that details the activities that Agencies and Authorities need to undertake prior to purchasing an EDRMS from the Panel, as well as the procurement process itself.
• EDRMS Functional Compliance Requirements 2002
  a document detailing the South Australian Government's functional requirements which all EDRMS Panel products currently address.
• EDRMS Information Technology Technical Standards
  the IT technical standards applicable to all Agencies
• EDRMS Support Standard and Panel Deed
• Supply Contract.

Related Information:

• EDRMS Frequently Asked Questions

EDRMS Procurement and Pre-Implementation

To support the formation of an Across Government EDRMS Panel, State Records has produced a Guideline to assist all Agencies and Authorities adequately prepare for the implementation of a new EDRMS solution.

State Records has identified a number of tasks Agencies and Authorities will need to undertake in order to select the most appropriate EDRMS to meet their specific business requirements and successfully implement their solution in the workplace. The completion of these tasks is expected to identify and in some instances address fundamental project management risks that otherwise could jeopardise the viability, stability and/or quality of an Agency's EDRMS implementation. The complexity and size of these documents will be dependant on the scope and level of risk associated of an Agency's EDRMS project.

State Records has developed a toolkit, for Agencies to reference, which accompanies this Guideline and includes the following elements:

• a defined process
• a Matrix to assist in the selection of a fit for purpose solution
• a checklist of pre-implementation development and post implementation phases.

The guidelines for all activities to be performed by Agencies before procuring and implementing an EDRMS from the Panel. EDRMS Procurement and Pre-Implementation Guideline (389 KB PDF File)

Related Information:

• Adequate Records Management

EDRMS Functional Compliance Requirements

This Specification details the South Australian Government defined recordkeeping and business functional compliance requirements for any proposed Electronic Document and Records Systems (EDRMS). These functional compliance requirements are mandatory requirements for meeting the Document and Records Systems Standard 2001. This document needs to be read in conjunction with the:

• Document and Records Systems Standard 2001
• South Australian Recordkeeping Metadata Standard (SARKMS) 2003
• South Australian Government Information Technology Technical Standards

View these documents using the links provided below.

It is recommended that EDRMS suppliers unfamiliar with the South Australian Government's Records Management regulatory environment also download the:

• State Records Act, 1997
• Adequate Records Management (ARM) Standard 2002
• associated Adequate Records Management Improvement Matrix
• EDRMS Design Standard 2006
• EDRMS Implementation Principles Standard 2005

The 2006 functional compliance requiremenst for any EDRMS to be on the Panel. 100% mandatory for RFP 06/211 EDRMS Functional Compliance Requirements 2002 (277 KB PDF File)
This document covers the Information technology technical standards relevent to document and records management. It supports RFP 06/211 South Australian Government IT Technical Standards (108 KB PDF File)
Guidelines to assist State and Local Government in South Australia to achieve adequate records management. This is an improvement matrix to assist agencies in their progress. Adequate Records Management Improvement Matrix (346 KB PDF File) 

Related Information:

• Document and Records Systems Standard 2001
• South Australian Recordkeeping Metadata Standard
• Adequate Records Management
• Adequate Records Management - Assessment Reporting
• EDRMS Design Standard - Exposure Draft

Information Technology Technical Standards

This document details the Information Technology technical standards within the South Australian Government. An indication is provided to advise which technical requirements are mandatory or highly desirable. This document needs to be read in conjunction with the:

• Document and Records Systems Standard 2001
• South Australian Government EDRMS Functional Compliance Requirements 2002
• South Australian Recordkeeping Metadata Standard (SARKMS) 2003.

Further South Australian Government IT Standards relevant to the operating environment for State Government Agencies can be found on the Office of the Chief Information Officer website.

This document covers the Information technology technical standards relevent to document and records management. It supports RFP 06/211 South Australian Government IT Technical Standards (108 KB PDF File)
The 2006 functional compliance requiremenst for any EDRMS to be on the Panel. 100% mandatory for RFP 06/211 EDRMS Functional Compliance Requirements 2002 (277 KB PDF File)

Related Information:

• Document and Records Systems Standard 2001
• South Australian Recordkeeping Metadata Standard
• Adequate Records Management Standard 2002