Management System Disadvantages

REFERENCE

Johnston, G., & Bowen, D. (2005). The benefits of electronic records management systems: A general review of published and some unpublished cases. Records Management Journal, 15(3).131-140. Retrieve from http://dx.doi.org/10.1108/09565690510632319

ABSTRACT

The reasons for this are discussed. Those studies that did show clear benefits with good evidence for them demonstrated five principles: (1) the “system” must include the people (policy makers and users); (2) the EDRMS must be integrated with the processes of the organisation; (3) frequently the role of records managers is to educate, advice and support the users; (4) a continuum model covering documents and records gives clearer benefits than separate document and record lifecycles;

All the work in that organisation are done more quickly. The electronic system is for managing paper records with modified retention scheduling, location control, and enquiry management modules. Then, before this, an asset management system was used to record the records at box level, and the boxes’ locations were registered on a spreadsheet. There were naming conventions, no standards terms for classification, no retention scheduling, and no confidence that anything could be retrieved when required. In addition, some 30 per cent of records were described as “miscellaneous” or “various”. That happened when somebody left the company, their desk was emptied into a box and sent a place called as “archives”. The new system included the software, a new set of policies, procedures and guidelines, and a very important user training. Records are manage by the users themselves according to agreement and approval of classifications. In parallel a team catalogued the legacy records at file level. The culture gradually changed from using the records centre as dumping ground to using it as a repository of information. The change was largely brought about by people being confident that they were able to find information when they needed it. Next, less effort will be acquire by the workers if the electronic recordkeeping is practiced in the organisation. Salford City Council has been able to allow staff who work within Benefits Administration to work from home This has provided several tangible and intangible benefits. For example, there has been a 15-20 per cent improvement in productivity in Council Tax and Benefits processing and an even more significant increase of 48 per cent in productivity within Overpayments. There has also been a 75 per cent reduction in absence due to sickness. Intangible – but important -benefits include a heightened level of staff satisfaction and motivation. Next, the quality of