Systems that manage information

Your agency should have business systems that create and manage digital information and records, and can capture information about records.

Examples of systems include:

  • business systems that create, keep and manage business information, such as finance systems, personnel systems, workflow systems
  • electronic document and records management systems
  • network drives
  • physical management systems
  • shared systems between government agencies

Any systems that manage information and records need to ensure that contents:

  • can be proven to be genuine, accurate and trusted
  • are complete and unaltered
  • are findable and readable
  • are secure from unauthorised access, alteration and deletion
  • relate to other relevant records

Choosing a capable information and records management system

Before your agency purchases a system, consider information and records management requirements. There are information and records management standards available to help with this task.

International standard ISO16175 – Principles and Functional Requirements for Records in Electronic Office Environments, lists general principles and functional requirements for both business systems and electronic document and records management systems software.

ISO 16175 assists with the:

  • review of information and records management functionality in existing software
  • integration of electronic records management software into a business system
  • design of specifications for in-house software development
  • evaluation of software considered for purchase
  • procurement, deployment and configuration electronic records management software
  • design and re-design of software products for enhancements
Copyright National Archives of Australia 2018