Electronic Document Management Systems
Summary
An electronic document management system (EDMS) is an off-the-shelf software program that
serves as an access portal to other applications. The primary function of an EDMS is to manage
electronic information within an organization’s workflow. Only a few EDMSs include records
management capability, so if you choose to use an EDMS, you must be sure that it works within
your records management strategy. For example, you must be sure it is able to capture a record
and provide access security.
Legal Framework
If you choose to use an EDMS, your selection requires a careful, considered balance between
your legal requirements and your technological options. Use of an EDMS is not a panacea for
implementing your electronic records management strategy. You should not assume that the
requirements for a government agency are built into an EDMS. In fact, the use of an EDMS can
lead to records management problems, especially for government agencies with specific legal
requirements. The decision to use an EDMS requires significant planning and analysis.
Each vendor’s EDMS has different degrees of functionality. In an EDMS designed for the
private sector, the functions available may not allow you to meet your legal requirements. For
example, an EDMS designed for the private sector may be unable to:
• Manage all the required file formats that constitute government records
• Preserve the record’s required metadata
• Ensure trustworthiness
• Provide adequate security of not-public information and records
For example, an EDMS may improve collaboration during document development. However, the
EDMS also may create multiple copies of a document and may not provide the access security
you need to protect not-public records as defined by the Minnesota Government Data Practices
Act (MGDPA) [Minnesota Statutes, Chapter 13] (available at:
<http://www.revisor.leg.state.mn.us/stats/13/>).
Therefore, examine the advantages offered by an EDMS in light of your legal req