Public records to go electronic

Electronic record management (ERM) will play an important role in the government's online modernisation plan. The project forms the basis of the initiative to get the government online, and states that all central government departments and their agencies must store all newly-created public records electronically by 2004.

ERM systems will provide interoperability and interdepartmental transactions between each separate government body, and the ability to transfer electronic records between systems, departments and agencies, with a compatible procedure.

Most government bodies function smoothly using paper-based file management and administration. ERM, although widely used by private sector organisations, is a relatively new application for most central government bodies. As they are challenged to provide records and documents electronically, so the implication of that change must not be underestimated.

Government bodies will have to apply the same controls and systems of organisation as they do for traditional methods of file management.

Many government bodies already maintain electronic records, but have no formal structure to manage the process.

Systems are being tested for their suitability, and organisations are being challenged to assess what requirements suit their needs.

But the acquisition of new systems will bring new ways of working. As platforms and requirements change, government departments, agencies and organisations will need to plan for the migration of records. This will demand a huge amount of work.

But there is little infrastructure in these organisations for a project of this size. Existing networks, and the development and integration of new IT systems including ERM, will need to be restructured and redesigned, especially where document management and workflow systems are involved.

This will create huge demand for skilled technology professionals, in particular systems integrators, change consultancy specialists and systems analysts. There will also be a need for business process expertise, and hands-on technical knowledge about architecture and the various components available.

Some electronic records will have to be sustained over time. Information security, contingency planning and migration have to be considered. In some cases, records may have to be kept for as long as 30 years.

Many government departments have already started to form their own teams for the ERM project. Each government body is responsible for its own recruitment methods. There is no hard and fast rule, provided they supply open and fair competition, and achieve value for money.

The modernisation of government will not be easy. Online government projects will develop over many years.

Organisations will be forced to decipher what exactly is required of them, and while the law states that they are required to meet targets, this does not guarantee an immediate response or result. Different organisations may not reach their targets.

Although it would be fair to assume that there will be steady progress towards the 2004/2005 online government targets, it's important to realise that ERM is not the only online project the government has to complete.

Some bodies will be more advanced than others. All we can do is watch, wait and track their progress.

Harriet Marquiss is manager of the public purchasing contract division of recruitment specialist PS Computer Services

www.computing.co.uk