Question Details

HSM 330 UNIT 2 DISCUSSION 1 From Data to Decisions Using Electronic Health Records:

From Data to Decisions Using Electronic Health Records
An electronic document management system (EDMS) is a software program that manages the creation, storage and control of documents electronically.  The primary function of an EDMS is to manage electronic information within an organization's workflow. A basic EDMS should include document management, workflow, text retrieval, and imaging. Not all EDMS have records management capability. To qualify as a records management system, an EDMS must be capable of providing secure access, maintaining the context, and executing disposition instructions for all records in the system. Before implementing a system you must determine how it fits into your overall records management strategy. EDMS functionality is often integrated into Content Management (CM) systems. These systems combine additional functionality such as website management with workflow tools, standard templates and access rights. At a minimum, look for an EDMS that provides:
•         Security control. This function controls which users have access to which information. Any system that you use must be able to protect not-public records as defined by the MGDPA.
•         Addition, designation, and version control. The EDMS should allow users to add documents to the system and designate a document as an official government record. It should also automatically assign the correct version designation.
•         Metadata capture and use. The EDMS should allow you to capture and use the 
metadata appropriate for your agency.
Optional Functions: You may also want an EDMS that can provide:
•         Records management, EDMS systems do not always include the ability to perform records management functions. Those that offer records management functionality are sometimes referred to as Electronic Document and Records Management Systems (EDRMS). In addition to these systems, stand-alone records management software, referred to as Records Management Applications (RMA), are available. A records management system must be able to provide secure access, maintain the record's context within a record series, and automate the execution of disposition instructions for all records in the system. EDRMs and RMAs often require individual users to make decisions as to which documents qualify as records, thereby adding a layer of complexity to the work process.  As a result, suitable training for all users is of utmost importance to a successful implementation.  Federal guidelines are set forth in the Department of Defense 5015.2-STD, Design Criteria Standard for Electronic Records Management Software Applications. Bear in mind that even though an EDMS may meet all the Department of Defense guidelines, it may not meet all the requirements for your agency. Therefore, you must also consider any legal requirements applicable to your agency.  Due to the impact on users and the additional expense associated with successful implementation, successful incorporation of records management software into your agency will require patience, ongoing management support, and consistent availability of resources.
 
•         Storage, this function will allow you to store documents within the EDMS or to centrally manage your adjunct storage system.
•         Free-text search. This function allows users to search every word in an entire document or a specified group of documents. Other systems search only metadata. 
•         Hypertext links. Some EDMSs will provide hypertext links from one document to another to facilitate navigating and browsing among related documents.
•         Automatic conversion. Some EDMSs will automatically convert one file format to another when the file is designated as a record (or at another specific point in the workflow). 
•         Compound document management. Some EDMSs manage compound documents better than others. Compound documents are single documents that contain multiple elements (e.g., text, photographs, video, and hypertext links).
With so many developers and systems currently on the market, the list above describes only a few of the optional features that your agency may be interested in.
http://rm.sc.gov/electronicrecords/ERmanagementguidelines/Documents/ermEDMS.pdf
Identify and describe the technology options, issues, and functionality associated with an EDMS.