EDRMS strategies for online goverment
Friday, May 4, 2007
Recordkeeping Implications and Imperatives for Government Online Strategies
and Recordkeeping Requirement
by:nove variant (March, 2007)
The emerging of information and communication technology push government institution to change their services system from traditional based system into modern based system. These changes also happen in government recordkeeping and document system. Traditional government services system still use paper based, however the modern system tried to avoid using paper as less as they can. So, through the government online, both staff and citizen can access government document any time by their web site, and government can communicate to their citizen in 24/7. Government online bring some benefits such as time efficiency for the citizens and staffs, they don’t need to go to the government office if they like to register for the tax file number for example. More transparent, staffs deal with electronic document that hardly manipulated.
There some recordkeeping implications and imperatives strategies that should be done to realize the government online. First, in modern recordkeeping system we deal with electronic document rather than paper, and we should consider about legal matter of these documents. Many document in paper based are converted into electronic, and decision to destroy the paper document is still debatable (should we eliminate whole paper document, eliminate some of them, or still keep it). For instance, the authentic of document signature, email document, transaction document, and any other important document.
Second strategy is preparing recordkeeping infrastructures. This is include prepare recordkeeping methodology, the devices such as computers, scanner, intranet and internet connection, recordkeeping software, and web page. These recordkeeping infrastructures are important to create, manage, stored, and spread the document.
Third strategy is staff reengineering. This gives some new skills to the staff that require to maintaining electronic document. For instance, skill how to convert paper document to e-document, skill how to use document online, how to process online transaction, and many others computer and internet skill.
Fourth strategy is promoting and end-user education. End user means the citizen that use government online services. This is important because the purpose of online government is to improve their services to citizen, and this is useless if the citizen do not know how to use it. So in this case the government should give clear guideline how to access their information.
Fifth strategy is about security. There are two type securities that will be implementing in government online, internal and external security. For internal security, each staff have their own password to access the document so they can’t see any other staff’ document without permission. For external security the e document is equipped with security system, which is the end user can only read and fill the form but they can’t change he document content.
Online government is very vulnerable system since we use internet connection and document become the most important thing, many people in the world can access easily, and they can misuse the document anytime so security become a big issue here. However we can’t avoid not using electronic document, what we need is confident while implementing online system and the advantages outweigh the disadvantages.
The recordkeeping requirement starting from identifies the document, create information into document, because not all information is document. Classify and stored document so it will be easy to found or retrieve. Maintain the document and keep the document up to date, determine what kind of document that should be disposed.
References:
DIRKS - Step F Design a recordkeeping system, Retrieved March, 20 2007 from the World Wide Web: http://www.records.nsw.gov.au/recordkeeping/design_a_
recordkeeping_system_1977.asp
Kansas electronic recordkeeping strategy: a white paper (1999), Retrieved March, 18 2007 from the World Wide Webhttp://www.kshs.org/government/records/electronic/
electronicrecordswhitepaper.htm
Posted by noah 8:59 AM
Labels: document management
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