Did you know that the National Archives of Australia stresses that EDRMS must follow ISO 15489 principles for reliable capture and controlled disposal, e-government research shows that management support and change management are critical with many implementations failing when treated as technology projects rather than organizational change, and Namibia public sector studies reveal that inadequate training and poor change management cause employees to continue relying on manual systems?

Course Overview

The Electronic Documents and Records Management Systems (EDRMS) Training Course by Rcademy is designed to equip compliance officers, managers of information security and records administration, operation managers and administrators, engineers and resource planning professionals, project managers and project execution personnel in IT firms, regulators, compliance professionals, procurement personnel, supervisors of industrial processes, and human resources officials with comprehensive understanding of EDRMS components, legal responsibilities, and international standards including ISO 15489 and ISO 16175. Participants gain expert knowledge of translating business requirements into EDRMS functional specifications, designing governance frameworks with management support and change management strategies, implementing metadata schemas and functional classification schemes, configuring security controls and access management, planning migration from shared drives and legacy systems, and addressing user adoption challenges through training and workflow integration.​

Without specialized EDRMS training, professionals may struggle to articulate functional requirements for capture, classification, retention, security, search, and disposal aligned with regulatory obligations, anticipate behavioral and organizational barriers such as resistance to change and inadequate training, design integration with business systems while preserving data integrity, or secure senior management commitment for required resources and change management, limiting their ability to achieve successful EDRMS implementations that gain sustained user adoption. This comprehensive course provides a structured path to mastery across records management foundations, legislative and regulatory frameworks including GDPR and Evidence Act provisions, electronic records classification with functional schemes, policy and standards including ISO 15489 and MoReq, implementing electronic records systems with stakeholder engagement, execution of operations using EDRMS with automated workflows, document imaging with OCR and backfile conversion, monitoring EDRMS with audit trails and compliance audits, project planning for EDRMS with vendor selection, and practical use of EDRMS with cloud-based versus on-premise solutions, preparing attendees to lead EDRMS implementation and records management initiatives.​

Why Select This Training Course?

The Electronic Documents and Records Management Systems (EDRMS) Training Course covers introduction to records management including differences between data, information, documents and records, legislative and regulatory frameworks including legal admissibility requirements for electronic records, electronic records classification with functional classification schemes and metadata schemas, records management policy and standards including ISO 15489 and ISO 16175, implementing electronic records systems with stakeholder engagement and phased implementation approaches, execution of company operations using EDRMS with automated routing and version control, document imaging with optical character recognition and backfile conversion projects, monitoring EDRMS with audit trails and data integrity checks, project planning for EDRMS with risk assessment and vendor selection, and practical use of EDRMS including cloud-based versus on-premise solutions and API integration capabilities. Participants learn to conduct needs assessment and gap analysis, build business cases for EDRMS investment, develop controlled language including thesauruses and file plans, implement records authorities within EDRMS for sentencing on creation, design security models governing security classifications and access controls, and configure integration with ERP and CRM business applications.​

Real-world cases show how the National Archives of Australia’s “Implementing an EDRMS – Key Considerations” guidance outlines a structured approach for government agencies starting with establishing governance, defining business requirements, and ensuring alignment with ISO 15489 principles on records authenticity, reliability, integrity, and usability, stressing the need for careful planning, metadata and classification design, integration with existing business systems, change management, and ongoing monitoring.

Studies also show that research on electronic document and records management in e-government settings finds that projects often underperform when they are treated purely as IT implementations without strong managerial sponsorship and clear governance, with top management providing support, allocating resources, and enforcing policies enabling EDRMS to significantly improve record reliability, transparency, and service delivery, whereas lack of such support leads to incomplete implementation and continued reliance on paper or shared drives.

Take charge of your EDRMS expertise. Enroll now in the Rcademy Electronic Documents and Records Management Systems Training Course to master the implementation skills that drive successful digital records management.

Who Should Attend?

The Electronic Documents and Records Management Systems (EDRMS) Training Course by Rcademy is ideal for:

• Compliance officers in professional or technical organizations
• Managers of information security and records administration
• Operation managers and administrators
• Engineers and resource planning professionals
• Project managers in IT or technology-oriented firms
• Regulators and compliance professionals
• Procurement personnel for systems and services
• Supervisors of industrial processes
• Human resources department officials
• Records managers and archivists
• Information governance specialists
• Business analysts supporting EDRMS projects
• Change management professionals
• Anyone seeking comprehensive EDRMS certification

What are the Training Goals?

The main objectives of the Electronic Documents and Records Management Systems (EDRMS) Training Course are to enable professionals to:

• Learn about electronic documents and records management systems in terms of their components, legal responsibilities, and international standards (EDRMS).
• Recognize the legal ramifications of using electronic records and papers.
• Learn how to set up an electronic system for organizing data.
• Understand the intricacies of EDRMS components and how to determine which components are necessary for their organizations.
• Know the basics of digital signatures and how they function.
• Organise and control documents, including folders and forms, to reduce document distribution costs.
• Recognize the various EDMS technologies and automation processed for records management.
• Develop critical competencies in the implementation of EDRM systems focusing on engineering, projects, and operational processes in the business world.
• Understand the processes for documentation and archiving of operations, assessment of legal concerns, information compliance rules, and management approval of digital signatures.

How Will This Training Course Be Presented?

At Rcademy, the extensive focus is laid on the relevance of the training content to the audience. Thus, content is reviewed and customised as per the professional backgrounds of the audience.

The training framework includes:

• Expert-led lectures by records management and EDRMS professionals using audio-visual sessions
• Hands-on exercises with EDRMS configuration, metadata schema design, and functional classification
• Interactive workshops for business case development, stakeholder engagement, and change management planning
• Case studies covering National Archives of Australia EDRMS implementation guidance, e-government EDRMS initiatives with management support, and Namibia public sector adoption challenges
• Practical simulations for project planning, vendor selection, migration from legacy systems, and user training programs

The theoretical part of training is delivered by an experienced professional from the relevant domain, using audio-visual presentations. This EDRMS-focused approach ensures professionals translate theory into practical workflows through functional requirements specification, system configuration, and user adoption strategy design.​

This comprehensive certification model ensures participants gain both EDRMS fundamentals and hands-on proficiency to immediately apply implementation expertise in records management, compliance, IT administration, and project management roles.​

Register now to experience a rigorous, hands-on learning journey designed to equip you for leading EDRMS implementation, change management, and digital records transformation initiatives.

Course Syllabus

Module 1: Introduction to Records Management

• Defining key terms and concepts of records management
• Sources and uses of information
• Importance of record-keeping for an organization
• Introduction to electronic documents
• Understanding the differences between data, information, documents and records
• Benefits of electronic records over paper-based systems
• Risks of unmanaged electronic records
• Business drivers for implementing EDRMS

Module 2: Legislative and Regulatory Framework for EDRMS

• Laws governing records management
• Introduction to information protection
• Regulations and norms
• Electronic Communications and Acts (ECAs) and other relevant regulations
• Legal principles of electronic documents
• GDPR, HIPAA, Sarbanes-Oxley and other data protection regulations
• Legal admissibility requirements for electronic records
• E-discovery and litigation hold obligations
• Freedom of information and transparency requirements
• Evidence Act provisions for electronic records

Module 3: Electronic Records Classification

• Introduction to Classification
• The distinction between manual records and electronic records
• The basics of electronic document management
• Documentation versus records
• Functional classification schemes based on business activities
• Metadata schemas for classification and retrieval
• File plan development and maintenance
• Applying classification at point of capture
• Hybrid systems managing both paper and electronic records

Module 4: Records Management Policy and Standards

• Regulatory requirements, i.e. ISO 9000
• Standards of records management
• The cost of noncompliance with standard policies
• Information risk in the context of EDRMS
• ISO 15489 for records management principles
• ISO 16175 for EDRMS functional requirements
• MoReq (Model Requirements for Records Management Systems)
• Policy governance frameworks and accountability structures
• Aligning records policy with business continuity and risk management
• Regular policy review and update cycles

Module 5: Implementing Electronic Records Systems

• Incorporating change management into the EDMS/EDRMS implementation
• Systems for managing documents and records
• Strategies and procedures for implementing EDMS/EDRMS in the workplace
• Management of change throughout the implementation phase
• Conducting needs assessment and gap analysis
• Building the business case for EDRMS investment
• Stakeholder engagement and user buy-in strategies
• Phased implementation versus big-bang approach
• Training programs for end users and administrators
• Measuring adoption rates and system usage

Module 6: Execution of a Company’s Operations Using EDRMS

• A document’s path through a company’s workflow
• Retrieving and classifying electronic documents
• Retrieval and use of information from documents
• eForms vs Word templates: a comparison
• Modeling of business processes and workflows
• Creating a plan for information sharing
• Automated routing and approval workflows
• Version control and check-in/check-out functionality
• Collaboration tools and co-authoring capabilities
• Email management and capturing emails as records
• Integration with business applications like ERP and CRM
• Mobile access and remote working capabilities

Module 7: Document Imaging

• Guidelines for the adoption of document imaging
• Capturing documents using software
• Techniques and benefits of image enhancing
• Control of dispersed, document-centric operations from a centralized location
• Annotation tools for right-clicking on a document
• Using biometric rights management to enhance document security
• A comparison between document imaging and document management
• Optical Character Recognition (OCR) for searchable documents
• Quality control procedures for scanned images
• File formats for long-term preservation (PDF/A, TIFF)
• Indexing and metadata capture during scanning
• Backfile conversion projects for legacy paper records
• When to destroy paper originals after scanning

Module 8: Monitoring Electronic Documents and Records Management Systems

• Migration of data across different systems
• Authentication, authorization, and auditing of electronic documents
• Retrieving and classifying electronic documents
• Digital rights management from the standpoint of document security
• Audit trails tracking all actions on records
• Regular system performance monitoring and reporting
• Compliance audits to verify records are managed correctly
• Data integrity checks and validation procedures
• User access reviews and privilege management
• Monitoring storage capacity and archiving old records
• Backup verification and disaster recovery testing

Module 9: Project Planning for EDRMS

• An Introduction to the Field of business process management
• Digital-age information management
• The process of producing documentation
• E-forms development and distribution
• Project charter and scope definition
• Budget planning and resource allocation
• Risk assessment and mitigation strategies
• Project timeline with milestones and deliverables
• Vendor selection criteria and evaluation process
• Data migration planning from legacy systems
• Pilot testing before organization-wide rollout

Module 10: Using EDRMS in a practical manner

• Aspects of interoperability and interfacing
• System choices: off-the-shelf versus customs
• Scanning capabilities and card/folio-based systems
• The comparison between on-demand and on-site document management models
• Cloud-based versus on-premise EDRMS solutions
• API integration capabilities with existing systems
• Scalability considerations for organizational growth
• Total cost of ownership analysis
• System customization options and limitations
• Vendor support and maintenance agreements
• Data export capabilities to avoid vendor lock-in
• Artificial intelligence and machine learning features for auto-classification

Training Impact

The impact of Electronic Documents and Records Management Systems training is visible in how organizations achieve standards-aligned and auditable records control, better implementation outcomes through management support and change management, and stronger user adoption through addressing training and workflow integration challenges.​

National Archives of Australia – Key Considerations for Implementing an EDRMS

Implementation: The National Archives of Australia’s “Implementing an EDRMS – Key Considerations” guidance outlines a structured approach for government agencies moving to electronic document and records management, starting with establishing governance, defining business requirements, and ensuring alignment with ISO 15489 principles on records authenticity, reliability, integrity, and usability. An EDRMS is a software application that manages a range of digital information, including word-processed documents, spreadsheets, emails, images and scanned documents, combining both document management functionality (short-term access to and use of digital documents) and records management functionality (managing information over time for purposes of evidence, meeting business needs, adhering to legislative requirements, and ensuring ongoing authenticity). Key considerations for implementing an EDRMS include resource commitment with senior management securing required time, money and staff, required skills including records management, IT, project management, change management, and business analysis, knowing the agency’s requirements including current and future business requirements and whole-of-government standards, change management to build end user trust and buy-in, getting the information management framework right including developing business rules and controlled language for retrieval, integration with other systems including case management and collaborative software, migration from shared drives and legacy systems based on business needs and risks, future and existing paper records including scanning projects and General Disposal Authority for Source Records, security implementing Protective Security Policy Framework requirements, business continuity planning with vital records identification and counter-disaster strategies, and planning for long-term retention addressing hardware and software obsolescence.​

Results: Through improving the management of digital information, an EDRMS can increase business efficiency, provide greater accountability and reduce business risks by providing a central store for digital documents, managing email more effectively as records, facilitating better retrieval through greater consistency in naming, managing lawful destruction or transfer of records, semi-automating records management processes, reducing reliance on paper records and physical storage costs, enabling simultaneous viewing and sharing of information, improving decision-making through access to latest comprehensive information, ensuring information is reliable with the latest version available, providing greater security and access control features, availability of audit trails to prove who had access to information, and ability to prove integrity of information in legal proceedings. It stresses the need for careful planning, metadata and classification design using Australian Government Recordkeeping Metadata Standard and ISO 23081, integration with existing business systems, change management to secure user acceptance and buy-in which is essential for successful implementation, and ongoing monitoring with system configuration, training, pilot testing before rollout, choosing the right rollout option, and ongoing system operation and maintenance. EDRMS specifications should use ISO 16175-1 and ISO 16175-2 when developing functional specifications and requirements, with each agency assessing and amending functional requirements to suit their own business and technical requirements.​

E-Government EDRMS Initiatives – Importance of Management Support and Governance

Implementation: Research on electronic document and records management in e-government settings finds that projects often underperform when they are treated purely as IT implementations without strong managerial sponsorship and clear governance. Management support is the degree to which management understands the importance of the IS function and the degree to which it is engaged in IS activities, with management involvement in the implementation of EDRMS regarded as the critical success factor and the successful implementation of EDRMS depending on them. A study at KZN COGTA revealed that poor planning and a lack of management support are the main factors that hindered the implementation of EDRMS, with changes in management during the implementation also contributing to partial or total failures. The results indicated that management inputs, such as decision-making, planning and information dissemination are critical in the successful implementation of EDRMS, with management needing to ensure the availability of necessary resources and funds for efficient running of the system, proper planning in place with clear vision and goals, thorough knowledge of legislation around EDRMS, and making staff aware about planning and implementation with user requirements taken into consideration during planning and design phases.​

Results: The study shows that where top management provides support, allocates resources, and enforces policies, EDRMS can significantly improve record reliability, transparency, and service delivery, whereas lack of such support leads to incomplete implementation and continued reliance on paper or shared drives lessons this course integrates into its modules on project planning, change management, and policy and standards. Factors like staff awareness appeared to hurt the implementation process if management does not pay special attention, leading to resistance to change not because the system is not user-friendly, but because the user is not aware of its significance. The results indicated that management is the most important factor that drives the success of the EDRMS implementation because they are to provide support from the beginning to the final stage of the implementation process, with personal support and commitment of management being the most critical factor for implementing the EDRMS successfully. The study revealed that EDRMS is an essential system to have, provided that it is utilised to its full potential, with planning and change management being the factors that hindered the success of implementation and therefore management needing to put more effort into overcoming shortcomings with focus on decisional and informational managerial roles.​

Be inspired by how Australia, e-government research, and Namibian studies show successful EDRMS relies on strategy, training, and change management. Join the Rcademy Electronic Documents and Records Management Systems Training Course to gain the implementation skills that make digital records management work.