Problem
Electronic records are challenging to manage, especially as electronic information is being created in volumes that pose a significant technical challenge to the ability to organize and make it accessible. Managing records in an electronic environment is not only a major challenge but also increasingly a strategic issue for organizations in both the public and private sectors.
The success of electronic records management (ERM) in an organization depends greatly on the partnership of the different key players in managing these specialized records namely records managers, archivists, administrators, and IT personnel.
The Jamaican Public Sector is going through a period of active administrative reforms and development; hence an efficient records management service is essential to support such a process. One of the significant outcomes of computerization is that managing electronic records now relies on Information Technology (IT) and it needs to be integrated into the business processes of an organization. RIM Leadership on electronic records management would provide an excellent foundation for developing a credible electronic records management programme. As RIM Analyst you have been asked to serve on the consultancy team tasked with the following:
Task
i. Before implementing an Electronic Records and Information Management System several functional requirements must be identified. List and discuss the typical functional Requirement of an Electronic Records and Information Management System.
ii. The Complexity of electronic records has led to the creation of Enterprise Content Management Systems. Discuss the situation where implementing such a system would be appropriate and describe how it would be an asset.
iii. It has been suggested that Records in the Cloud could be an option for Electronic Records. Explain which cloud deployment and cloud service fits the requirement of a company public or private wanting to retain control over the development and deployment and cloud-based services.