Electronic Document Management System (EDMS) is a computer system used to track and store electronic documents and/or images of paper documents allowing an organisation to streamline operations and share information.
An EDMS will allow for the generation of certified copies, tracking of files and records, creation of audit trail of access to documents, retention of documents according to regulatory requirements, simultaneous authorised access of documents by users and recovery of electronic copies in disasters.
Implementation of an EDMS will assist the Service Commissions Department (SCD) in managing the lifecycle of a document through the different stages of creation, operation, referencing, archival/preservation and discard. The SCD is a repository for more than eighty thousand confidential files and forty thousand operational files.
Consequently, implementation of an EDMS will greatly enhance the work of the Service Commissions in terms of timely and efficient decision making.
In light of efforts aimed at improving operational efficiency through the use of information and communication technology (ICT), the Department is currently exploring the opportunities associated with implementation of an EDMS.