Electronic records management (ERM)

As an executive agency of the Department of Health, we are committed to adopting electronic communication as the preferred medium for our working practices. All organisations have to keep records of their business decisions and transactions for the purpose of corporate accountability. In the public sector we also have to comply with specific public accountability requirements and public records legislation.

NHS PASA's aim is to modernise and improve the performance of the NHS purchasing and supply system and become the centre of expertise, knowledge and excellence on matters of purchasing and supply for the NHS for the benefit of both patients and the public. Electronic records management (ERM) will help us to achieve this. It is important to note that ERM is a business change process not an IT project or a filing system. It will result in cultural change throughout the organisation.

The introduction of ERM has helped us to move from our old systems to a corporate, more structured system that is easy to operate, understand and use. It also helps us form our corporate knowledge base and supports our day-to-day working. Providing knowledge sharing and fast access to a vast range of information and records – our corporate 'memory' – will increase our efficiency.

The ERM system ensures that documents are correctly and safely stored. They can then be suitably categorised, legally admissible with an audit trail and retrievable in their original form. We will structure and organise our records carefully using records management best practice so that we can find what we want when we want it. Sophisticated search facilities enable quick and efficient location of records for day-to-day purposes and help us meet the demands of the Data Protection and Freedom of Information Acts.

A retention and disposal schedule for all records is maintained by the new system. Standard records management metadata and processes (review, retention and disposal) are automated in line with procedures set out by the National Archives (TNA). The system will ultimately enable the transfer of records in suitable electronic form to the TNA for long-term retention (if and when necessary).

The Lord Chancellor, at the 2002 electronic records management conference organised by TNA, said that the 2004 target is a staging post not a finishing post. Putting electronic records management to ever more practical use across government is a continuing process, underpinning ever improving public services.

If you want any help or advice on any aspect of implementing an ERM system please contact Keith Gregory, Records manager (tel: 01244 586744 or email: pasaermhelpdesk@pasa.nhs.uk.