RICS Practice Standards, UK Electronic Document Management

rics.
org
Electronic document
management
RICS Practice Standards, UK
1st edition, guidance note
Electronic document management
The volume and diversity of electronic information within the
construction industry is constantly increasing.
The need to effectively manage this information is evident to most
businesses but the ability to do this using simple IT network systems
is becoming more and more difficult.
The application of a few basic principles can help with even the most
basic of file systems and these have been identified within this
guidance. However, a well-chosen and configured Electronic
Document Management system can significantly enhance the ability
of an organisation to store, find, repurpose, archive and generally
manage electronic files.
This guidance note aims to increase the level of understanding of what
such systems can offer and provide some tools to aid in the selection
of an appropriate system to suit any size of business.
RICS guidance note
1st edition
Published by the Royal Institution of Chartered Surveyors (RICS)
under the RICS Books imprint
Surveyor Court
Westwood Business Park
Coventry CV4 8JE
UK
www.ricsbooks.com
No responsibility for loss or damage caused to any person acting or refraining from action as a result of the material
included in this publication can be accepted by the author or RICS.
ISBN 978 1 84219 562 8
Royal Institution of Chartered Surveyors (RICS) October 2009. Copyright in all or part of this publication rests
with RICS, and save by prior consent of RICS, no part or parts shall be reproduced by any means electronic,
mechanical, photocopying or otherwise, now known or to be devised.
Typeset in Great Britain by Columns Design Ltd, Reading, Berks
Acknowledgments
RICS would like to thank the following for their contributions to this guidance
note:
Neil Cannon, Robinson Low Francis LLP
Peter Defoe, calfordseaden LLP
Steve Pittard, Causeway Technologies
Hugh Saunders, Fladgate LLP
Peter Sell, Davis Langdon
Erik Winterkorn, BCIS
ELECTRONIC DOCUMENT MANAGEMENT | iii
Contents
RICS guidance notes 1
Introduction 2
1 Typical electronic document lifecycle 3
2 What are the problems associated with managing documents
electronically?
5
2.1 Issues relating to the construction industry 5
2.2 Legal issues 6
2.3 Problems with basic system of shared network folders 7
3 Features of EDM systems which can address these problems 9
3.1 Overview of the three main categories of system 9
3.2 Complete feature list for EDM systems (by document
lifecycle)
10
4 Items for consideration in using a basic EDMS comprising
standard network shared folders
18
5 Further information 20
5.1 Legal issues 20
5.1.1 Document management legal admissibility guidance 20
5.1.2 Intellectual property and copyright 20
5.1.3 Confidentiality 21
5.1.4 The Data Protection Act 1998 21
5.1.5 The Freedom of Information Act 2000 22
5.2 Standards and published guidance 23
5.2.1 BS ISO/IEC 17799:2000, BS 7799-1:2000 Information
security techniques. Code of practice for information
security managers
23
5.2.2 BS 7799-2:2002 Information security management
systems. Specification with guidance for use
23
5.2.3 BS ISO 15489-1:2001 Information and documentation.
Records management
23
5.2.4 ISO 82045-5:2005 Document management.
Application of metadata for the construction and facility
management sector
24
5.3 Practical considerations 24
5.3.1 Archiving 24
5.3.2 Implementing a new EDMS 24
Appendices
1 EDMS key questions checklist 26
2 Glossary 30
iv | ELECTRONIC DOCUMENT MANAGEMENT
RICS guidance notes
This is a guidance note. It provides advice to RICS members on aspects of their
practice. Where procedures are recommended for specific professional tasks,
these are intended to embody best practice, i.e. Procedures which in the
opinion of RICS meet a high standard of professional competence.
Members are not required to follow the advice and recommendations
contained in the note. They should, however, note the following points.
When an allegation of professional negligence is made against a surveyor, the
court is likely to take account of the contents of any relevant guidance notes
published by RICS in deciding whether or not the surveyor had acted with
reasonable competence. In the opinion of RICS, a member conforming to the
practices recommended in this note should have at least a partial defence to an
allegation of negligence by virtue of having followed those practices. However,
members have responsibility of deciding when it is appropriate to follow the
guidance.
On the other hand, it does not follow that a member will be adjudged negligent
if he has not followed the practices recommended in this note. It is for each
surveyor to decide on the appropriate procedure to follow in any professional
task. However, where members depart from the practice recommended in this
note, they should do so only for a good reason. In the event of litigation, the
court may require them to explain why they decided not to adopt the
recommended practice. Also, if you have not followed this guidance, and your
actions are called into question in a RICS disciplinary case, you will be asked to
justify the steps you did take and this may be taken into account.
In addition, guidance notes are relevant to professional competence in that
each surveyor should be up-to-date and should have informed himself of
guidance notes within a reasonable time of their promulgation.
ELECTRONIC DOCUMENT MANAGEMENT | 1
Introduction
This guidance note has been prepared in response to the growth in electronic
document exchange and storage. Without some form of structured
methodology, the task of managing information through the traditional
document lifecycle is virtually impossible. While there are a number of
Electronic Document Management Systems (EDMS) providing the basis of a
structured system, the question is, what form should this system take, and
which system is best for you? While there is no single system, there are some
general recommendations as to what constitutes good practice.
This guidance note aims to offer advice on what constitutes this good practice
and to aid understanding of the issues associated with implementing an
EDMS. It is not intended as a system review. However, you may find the
guidance provided and specifically the feature lists helpful in selecting a
suitable system for your business.
While this guidance covers many of the related issues around Electronic
Document Management (EDM), it does not deal with any detail regarding
general email management. This is really a whole topic in its own right and you
are, therefore, advised to seek separate guidance and advice.
To assist in guiding you to the most appropriate EDMS features to suit your
own business needs and requirements, this guidance note has classified
expected levels of sophistication and functionality under the broad headings of
Basic, Standard and Advanced. While there may be some overlap when
considering your own requirements, the aim is to illustrate the range of
functionality available.
In addition to highlighting the main problems associated with managing
documentation in the construction industry, this guidance note provides
general advice to guide good practice when using the basic EDMS comprising
standard network shared folders. A useful summary of the key legal issues and
practical considerations you should be aware of is also provided, together with
reference to relevant standards and published guidance for further reading.
Finally, to assist in evaluating commercially available EDM systems, this
guidance note also provides a comprehensive features checklist.
2 | ELECTRONIC DOCUMENT MANAGEMENT
1 Typical electronic document lifecycle
The following diagram and table identify the main stages that a document may
go through, although not all are applicable to every document.
Figure 1: Document lifecycle
Stage Description
Create The making of a digital document within a
software program.
Capture Converting or digitising physical or analogue
documents into digital format, usually by scanning
and/or optical character recognition or receipt by
email or other electronic means.
Share, collaborate,
control
Sharing, collaborating and modifying in a work
group via real time and non real time methods.
Controlling the process by which documents are
developed by defining set procedures.
Index Cataloguing process or creating metadata via
manual or automatic methods.
Manage, store Managing and storing documents for rapid
accessibility.
Access Searching processes to find documents using
classifications, metadata, full text or other search
technologies.
Retrieve Viewing documents from search results.
Distribute Publish documents to intended audience.
Repurpose Reusing and re-versioning documents for new
products and/or cost savings through
standardisation.
Archive Storing documents and associated data off-line at
reduced cost.
Deletion Permanent deletion of documents and associated
data at the end of their useful life or to comply
with client obligations.
Administer Managing users, resources, content types and
structures.
Migration Moving documents and associated data to a new
system in a suitable format.
2 What are the problems associated
with managing documents
electronically?
2.1 Issues relating to the construction industry
The nature of the construction industry presents a number of particular
factors which impact upon the management of electronic documentation.
Project-based
information
Information is primarily centred around
individual projects rather than in a static
business structure. This greatly increases the
management and control necessary to maintain
network folders and email public folders.
Collaboration with
contacts both internal
and external to the
organisation
There are large information flows both in and
out of the organisation to many different
external organisations. These vary from project
to project. Control of receipt and issue of
documentation is complex.
Electronic tendering Specific sets of documents are routinely issued to
multiple tenderers requiring close process control
of versions, amendments and receipt of tenders.
Drawings and models Electronic drawing and model files pose
particular problems of size, linked files and the
importance of version control.
Document retention
requirements
Documents may need to be retained for 12 years
or more, depending on contract requirements
and liabilities. Accurate archive records are
essential.
2.2 Legal issues
The law imposes numerous requirements and responsibilities upon people and
organisations that control information in whatever form it is held. Many of the
risks stem from the problems inherent in the absence of a proper system of
document control not knowing what data is held, and not being able to
locate the data that is stored either efficiently or at all. In such circumstances,
breaches of the law may well be inadvertent, but this will not provide any
defence and is unlikely to be accepted as a mitigating factor.
Copyright Many documents and images are subject to
copyright. Electronic storage of documents makes it
easier to disseminate copyrighted material on a
larger scale than ever before. In a basic system
where control and prevention of the issue and
publication of copyright material relies on a manual
process for accountability, there is the risk of
breaching copyright belonging to another, or
accidentally sending out valuable proprietary
information.
Controlling access/
security/
confidentiality
Lack of proper access control makes it difficult or
impossible to ensure that sensitive data is available
only to those authorised to access it, leading to risks
of inadvertent disclosure of propriety information
or confidential client information.
Data Protection Act
1998
Any organisation processing personal data is subject
to the Act. Management and discovery of personal
data in disparate locations is difficult and time
consuming.
Rules of disclosure The ability to locate with certainty all
documentation on a particular project is limited,
there is a risk that all applicable documentation is
not disclosed and the process of disclosure is made
more time consuming and expensive.
Freedom of
Information Act
2000
Particularly relevant for public organisations who
have a responsibility to locate and make available
documents on demand and to those who hold
information on their behalf. More information
about the Act can be found in section 5.1, Legal
issues.
Storage and
archiving
Organisations may have a contractual obligation to
retain information for periods after completion of a
project. It is difficult to know if all relevant
documentation has been collated and archived, and
the archiving process is made more time consuming
and expensive.
Further information on these topics can be found in section 5.1, Legal issues.
2.3 Problems with basic system of shared network folders
The majority of organisations currently employ a system of shared network
folders for project and administrative documentation. In addition they might
typically have a separate email system with public folders for each project. Such
a system presents a number of issues when trying to manage electronic
documents effectively. The following table identifies some of these for each
stage of the document cycle.
Create and capture
Document receipt No record of where documents originate unless a
manual record is kept separately.
Share, collaborate, control
Document
availability
Direct network connectivity required. Remote
access requires complex solutions.
Versioning Only the latest version is kept by default in a given
location earlier versions are generally overwritten
without record. Only a closely controlled policy of
document version naming and storage location can
address this.
Document
duplication
Multiple copies of documents can exist in different
file locations and email attachments. There is no
control of which is the latest and correct one.
Index, manage, store
Document location Usually, no standard filing structure is enforced.
Even if a standard project folder hierarchy is used,
this is expandable without control. Document
location is then at the whim of each user.
Expanding
document or file
size
File sizes are increasing without control to the
extent that some become unusable, particularly
when accessing remotely.
Access, retrieve, distribute
Document search Basic filename and date search are possible but
slow, particularly as document stores grow.
Security Control of access is complex. Cannot control at
document level.
Publication No record of publication and the relevant revision.
Manual recording system is required.
Repurpose
Quality
management
Relies on manual procedures for use of standard
documents, approval and issue.
Archive, delete
Archiving Archived files are moved to alternative media and
leave no record of their existence. Manual
referencing is required and is subject to error. (See
section 5.3, Practical considerations.)
Document deletion Deletion is possible without any record of the file
having existed.
email + email is generally held in a separate system and
cannot be related to associated documents in
network folders.
+ Project emails can end up in a mixture of
personal folders, user mailboxes and public
folders.
+ If emails are saved as documents, email chains
are lost and searching is difficult without the
facilities of the email application.
Business continuity Without strict control and intervention electronic
documents end up in a variety of locations on a
variety of machines, all of which must be backed
up and available for restore in the event of a
disaster. This problem is exacerbated in multi-site
businesses.
3 EDMS features which can address
these problems
3.1 Overview of the three main categories of the system
The following table lists document management system features grouped by
the document lifecycle stages identified above. In addition to a brief
description of each feature there is a commentary which is intended to
elaborate on where and how this feature might be relevant to a business.
Some features are common to even the most basic of systems (including
standard network file sharing environments). Others are only available in the
most advanced EDM systems. The table below identifies the level of system
where you might expect to find them.
Basic This equates to a standard network file sharing
environment using shared folders and some sort of
standard folder structure for project and administration
documents. The vast majority of businesses already
possess this environment although they vary enormously
with no standard methodology.
Standard This represents a minimum feature set for a commercial
EDMS.
Advanced In addition to standard features, most commercially
available EDM systems will have some more advanced
features although few (if any) will have all of the features
listed.
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4 Items for consideration in using a
basic EDMS comprising standard
network shared folders
This document focuses primarily on how a commercial electronic document
management system might benefit your business. There are, however, some
basic principles that should be considered when dealing with electronic
documents in a standard network shared folder environment, which can be
considered as the most basic form of EDMS.
Stage and feature Recommendation
Document creation
+
Templates
+
Create a set of standard templates for common
processes.
+
Ensure the IT policy is updated to mandate the use
of standard templates unless an alternative is
authorised.
+
Referencing
+
Establish a document referencing system to include
location in document store (including project if
appropriate), author, publisher, date, version.
Document capture
+
email attachments
+
email attachments should be saved separately as
documents in addition to maintaining the original
email.
+
The attachment name should reference the email by
date.
Document sharing
+
Access control
+
Determine appropriate security levels, define user
groups and apply to folders using standard network
access controls of groups, read only and read/write.
Document collaboration
+
Document security
+
Protect sensitive documents by encryption and/or
strong password.
Document control
+
Versioning
+
Ensure that any version of a document that must be
kept has its properties set to Read Only to prevent
accidental deletion.
Document indexing
Document storage
+
Document naming
+
Create a standard naming convention for
documents to aid in search.
+
Document name should reflect content, date,
version and origin (if applicable).
+
Standard folder structure
+
Create a standard folder structure for all areas of the
business.
+
If possible this should be in a single location or be
replicated for separate offices if fast WAN links are
unavailable.
+
Project folder structure should be standard at top
level, even if sub-folders are allowed, to ensure
consistency and aid in search.
+
email folders
+
Where email is held in a separate system, public
folders should match those in the document store as
closely as possible.
+
Document access
+
Determine access requirements to folders and apply
appropriate network security.
Document retrieval
Document distribution
+
Document issue
+
A record should be kept of the issue of any
document, including version, by project or other
business area.
Document re-purposing
+
Document as templates
+
Copies should be taken of documents for use on
new projects, leaving originals unaltered.
Document archive
+
Project archive
+
Chose appropriate archive system and media to suit
file type and archive duration.
+
Maintain a log of all projects which have been
archived identifying the location of archive media.
Document deletion
+
Project deletion
+
Maintain a log of all projects which have been
deleted including the destroy date
Administration
+
Business continuity
+
All data should be backed up regularly
5 Further information
5.1 Legal issues
5.1.1 Document management legal admissibility guidance
The same rules of disclosure apply to documents held electronically as to
normal paper documentation. Where a large number of documents is to be
disclosed or the electronic files are very big (for example, CAD drawings), it is
entirely appropriate for disclosure to be done via a CD-ROM or DVD, or even
a hard disk drive.
Typically, electronic documents will have the same evidential weight as original
paper documents. It is unusual for there to be a challenge to the provenance of
such documents, however, it may occasionally be necessary to prove the
authenticity of an electronic document. By following the advice given in the
BSI Code of Practice (BIP 0008), the risk of not being able to demonstrate
authenticity is significantly reduced.
The rules of disclosure are complicated and can be difficult to interpret. The
consequences of failing to comply properly with the rules can be significant
and you should obviously take legal advice if you find yourself requested to
disclose documents in legal proceedings.
There are a number of BSI standards and associated guidance that may assist
with setting up a document management system that is capable of effectively
supporting the disclosure process if necessary:
BIP 0008-1:2004 covers electronic storage of documents
BIP 0008-2:2005 covers documents communicated electronically (including
email)
BIP 0008-3:2005 covers the linking of identity to an electronic document
BSI PD 0009-1,2,3 Compliance Workbooks. These publications help
demonstrate compliance with BIP 0008, by providing checklists of which
controls from BIP 0008 have been implemented within the system. The
Workbooks also assist in keeping a record of the documentation required by
the Code of Practice. There are three Compliance Workbooks corresponding to
the three sections of BIP 0008.
5.1.2 Intellectual property and copyright
Copyright is the right to control the use of original works and automatically
comes into existence upon the creation of the work in question. There is no
need for the creator of a work to register his copyright, nor is it necessary for
there to be a copyright statement or for the familiar symbol to be used. A
work can be any document at all. Copyright in work created by an employee
usually belongs to his or her employer. It is common in construction contracts
for the client to be granted a licence to use and reproduce copyright material
produced in the course of a project. It is important to be able to locate such
material and also to be able to specify what the client is entitled to use and
what remains under the control of your organisation, which may well be
valuable and reusable.
It is also important to know what material your organisation does and does not
have the right to use and reproduce. It is very easy to assume that a document
that has been received electronically, perhaps via email or on a CD-ROM, from
another member of the project team is free to be used in the furtherance of the
project. Although the client may well have a licence to reproduce copyrighted
material in the course of the project, it does not automatically follow that your
organisation will have permission to do so (although many licences granted to
clients permit them to grant sub-licences in the same terms to others). Your
document management process should provide means to ensure that the
copyright owner can be identified and users should be aware that the fact that
material is held electronically does not in itself mean that it can be freely used,
altered or disseminated to others.
A breach of copyright may lead to a claim for damages, or the aggrieved party
may seek an injunction to prevent the use of the copyrighted material which, if
granted, may cause a project to be halted altogether while a licence is obtained
from the copyright holder.
5.1.3 Confidentiality
Information provided to your organisation may be subject to an obligation of
confidence either under your professional obligation to a client, under the
terms of your appointment or, in unusual cases, under the general law. It is
very important, therefore, that your system of document management
provides controls over who can access electronic data to reduce the risk of
accidental or malicious disclosure of confidential information. You should also
be aware of the danger of re-using documents that were originally produced
for different clients, since the electronic files may contain metadata identifying
the original client or containing their confidential information.
A failure to protect confidential information may leave you open to being sued
by the party that owns the information in question.
5.1.4 The Data Protection Act 1998
Personal information for business use needs to comply with the rules of the
Data Protection Act 1998, regardless of the system of document management
manual or electronic. A breach of the Act is a criminal offence. Although it
might be expected that HR departments would be the repository for personal
data, the definition is very widely defined and interpreted and can include (for
example) contact information for project team members that is stored on a
project website.
The Act enshrines eight principles:
+ Personal data shall be processed fairly and lawfully.
+ Personal data shall be obtained only for one or more specified and lawful
purposes, and shall not be further processed in any manner incompatible
with that purpose or those purposes.
+ Personal data shall be adequate, relevant and not excessive in relation to the
purpose or purposes for which they are processed.
+ Personal data shall be accurate and, where necessary, kept up to date.
+ Personal data processed for any purpose or purposes shall not be kept for
longer than is necessary for that purpose or those purposes.
+ Personal data shall be processed in accordance with the rights of data
subjects under this Act.
+ Appropriate technical and organisational measures shall be taken against
unauthorised or unlawful processing of personal data and against
accidental loss or destruction of, or damage to, personal data.
+ Personal data shall not be transferred to a country or territory outside the
European Economic Area unless that country or territory ensures an
adequate level of protection for the rights and freedoms of data subjects in
relation to the processing of personal data.
A secure and well ordered information management system can help with
compliance as for personal and confidential data, as it reduces the opportunity
for theft or accidental loss, both of which are breaches of the Act, which may
result in prosecution. It can also ensure that the management of subject access
requests for such data can be effected in an efficient and cost effective manner.
Any organisation that processes personal data for business use is required to
register as a data controller with the Information Commissioner. The
Information Commissioners website (www.ico.gov.uk) contains guidance on
how to register, along with information about the responsibilities that affected
organisations have.
5.1.5 The Freedom of Information Act 2000
The Freedom of Information Act 2000 (or the Freedom of Information (Scotland)
Act 2002) was fully implemented on 1 January 2005. It was implemented as
part of the Open Government initiative, and requires public bodies to respond
positively to requests for information from individuals. The Act specifies the
maximum time that the public body has to respond to a request (typically 20
working days) and also sets out a charging mechanism. There is no restriction
on who may apply for information to be disclosed: requests may come from
private individuals or companies, and from anywhere in the world.
While it might appear that the Act is only relevant to public authorities, private
companies may also be affected, because the Act states that information is held
by a public authority if:
+ it is held by the authority, otherwise than on behalf of another person, or
+ it is held by another person on behalf of the authority.
Public sector organisations must be able to respond promptly to requests for
information, have procedures in place for applying the exemptions (if
applicable) in an appropriate manner on a case by case basis, and have a
complaints procedure in place. They must also be able to quickly locate
information that is held on their behalf by private sector third parties. Requests
for disclosure cannot be made directly to private organisations, but must come
through the relevant public authority. It is therefore important for private
companies that deal with public authorities to be able to locate information
requested by the authority in good time when a request is received. This may
be a contractual obligation incorporated into the appointment between the
authority and the consultant.
Although the Act is concerned with the disclosure of information, however, it
does not automatically follow that all information held in relation to a project
that involves a public authority is necessarily to be disclosed information
belonging to other third parties may either fall outside of the ambit of the Act,
or be covered by an exemption. A well implemented document control system
will make it easier to discern which category information falls into.
The Act is policed by the Information Commissioner and can be found on the
Commissioners website (www.ico.gov.uk).
5.2 Standards and published guidance
5.2.1 BS ISO/IEC 27002:2005 Security techniques. Code of practice for
information security management
Information security applies to all business information and most particularly
to documented information. This international standard covers the production
of a security policy, organisation and personnel security, access controls and
business continuity requirements, as well as compliance with legal
requirements including intellectual property rights and those areas mentioned
elsewhere in this document.
5.2.2 BS 7799-2:2002 Information security management systems. Specification
with guidance for use
Provides guidance to businesses on setting up an effective information security
management system.
5.2.3 BS ISO 15489-1:2001 Information and documentation. Records
management.
Most EDM systems incorporate data records (projects, organisation, contacts
etc.) in addition to documents. These should be managed correctly.
This International Standard was developed to standardise international best
practice in records management. It provides guidance on managing records of
originating organisations, public or private, for internal and external clients.
By implementing the International Standard, organisations will ensure that the
appropriate attention and protection is given to all their records, and that the
evidence and information they contain can be retrieved more efficiently and
effectively, using standard practices and procedures. This will also support a
quality process framework to comply with ISO 9001 and ISO 14001.
The International Standard is published in two parts. The first part provides
general guidance on managing records of organisations. The second part is an
implementation guide to the first part, and includes a methodology (Design
and Implementation of Records Systems (DIRS)) which will facilitate the
implementation of the first part.
It should be noted that BS ISO 15489 can be applied equally to records of all
formats, including paper and electronic forms.
To assist with the understanding and implementation of the International
Standard, BSI has also published:
+ BIP 0025-1 Effective Records Management A management guide to the
value of BS ISO 15489;
+ BIP 0025-2 Effective Records Management Practical implementation of BS
ISO 15489;
+ BIP 0025-3 Effective Records Management Performance management for
BSD ISO 15489.
5.2.4 ISO 82045-5:2005 Document management. Application of metadata for
the construction and facility management sector
This standard covers the specification and exchange of metadata associated
with electronic documents. There are three parts relevant to construction:
+ Part 1 Principles and methods for use of metadata;
+ Part 2 Collection of metadata;
+ Part 5 Application of metadata for construction and facility management.
5.3 Practical considerations
5.3.1 Archiving
The technical issues relating to the long-term archiving of electronic
documents are outside the scope of this section. However, consideration to the
following should be given:
+ storage time how long is it necessary to keep the electronic files?
+ accessibility is the archive storage method capable of retrieving a file in
the required time?
+ file format
will the file type be readable by any software during the required
storage time?
Will the software necessary to read the file be supported on an
operating system and hardware combination that is still available?
Consideration should be given to use of alternative open-standard file
formats which might provide greater longevity than proprietary software
formats.
+ storage media will the media be readable by a suitable device after the
required storage time? Is the media designed to last for the required period
without deterioration?
5.3.2 Implementing a new EDMS
The issues concerned with the implementation of a new EDMS fall outside the
scope of this section but recognition of the following is required:
+ timescale determine your deadline for implementation this may well
affect system choice and your overall approach;
+ senior management support essential for a successful implementation;
+ supplier selection is the system based upon proprietary technology and
will the system supplier be around in five years time to support you?
+ outsourcing your legal and contractual obligations to your clients for
data storage and retrieval must be reflected in your contracts for
outsourced data management (if applicable);
+ representation for all affected parties in the system design solution to
ensure buy-in;
+ testing time and resource requirements;
+ data migration how will existing data be imported into the system and to
what extent must it be cleansed first?
+ change management sell benefits of solution to all those affected to
ensure take-up;
+ training do not underestimate the requirement for both initial and
ongoing training;
+ policies and procedures ensure the data and operational requirements of
the EDMS are enshrined in your IT policies;
+ ongoing support internal and external;
+ ongoing development EDM systems are rarely static and will evolve as
business needs change.
Appendix 1: EDMS key questions checklist
For use in evaluating commercial EDM systems. Basic features have been
ignored.
Standard EDMS
feature
Brief description Feature
required
Feature
included
Document creation
Document templates For the creation of new documents
with automatic import of relevant
media
Document indexing
Document
numbering/ID
Defined document identification
system
Manage documents
Document Version
Control
Define version numbering of
documents
Access documents
Document search Search document title and metadata
Repurpose documents
Document templates Use of one document as template for
another
Archive
Document archiving Archive both data and documents
Administer documents
Change document
properties
Edit metadata of existing documents
Audit trails Records all activity in respect of
documents within the EDMS
Document usage
reports
Standard reports on system usage
System architecture
Single client platform Typically Windows-based PC
environment
Client-server
database
Networked server processing data
and document requests
Encryption of stored
documents
To prevent unauthorised access
System data structures
Access control System and folder security structure
Custom Metadata Define and link additional data fields
to documents
Project database The extension of metadata to project
data
Advanced EDMS
feature
Brief description Feature
required
Feature
included
Document creation
Document templates Standard document templates with
automatic import of project and
contact metadata
Document capture
Scanning
management
Automated processing of scanned
documents
Optical character
recognition
Conversion of scanned text to
searchable text
email integration and
management
Store emails within the EDMS
Document capture by
email
Extract documents from emails
Management of non-
electronic documents
Record details of hard copy
documents
Share and collaborate
Document workflow Document creation, review and
approval routes
Document mark-up Annotate documents for
collaboration
Document
commentary and
rating
Document feedback by users
Document indexing
Document
numbering/ID
Defined document identification
system by project
Linked and
compound
documents
Link related documents in the EDMS
and process as one
Manage documents
Drawing
management
Deal with drawings within EDMS
Image management Deal with images within EDMS
Audio and video
management
Save, manage and deliver audio and
video files
Access documents
Advanced indexing
and searching
Document content indexed and
searchable
Document viewing View any document without original
application
Browsing by
thumbnail
View any document by representative
images
Retrieve documents
email documents to
and from the
document store
email a document directly from
EDMS or into the EDMS via a folder
email address
Distribute documents
Document issue
control
Control and record the issue of
documents
Delete
Document deletion Permanent removal of documents
and data with record
Administer documents
Audit trails Records all activity in respect of both
documents and associated metadata
within the EDMS
Migration
Export documents
and data
Transfer of information from one
system to another in common format
System architecture
Web-based and
remote access
Access full system from web browser
Desktop-based access Access the full system from desktop
program including offline mode
Multiple platform
client
Support for more than one client
operating system (Windows, Mac,
Linux) and/or more than one
browser
Work directly from
common applications
Access EDMS files from within
applications
Web publishing Integrate with intranet or website
Extranet Use for external collaboration
Portal to other
systems
Can link to other systems
Multiple database
and document
servers
Separate servers in multiple office
locations
Caching of
documents
Cached at remote sites for fast access
Hosted solution System hosted and maintained
externally
System data structures
Flexible folder
structure
Folder structure can be amended to
suit end user
Multiple taxonomies Virtual folder structures for different
purposes
Access control
documents
Security structure extended to
individual document level
Contact database Extension of metadata to contact
data
Other considerations Description Answer
Business requirements What are the key business
drivers that the project is
addressing?
Technology infrastructure What is the infrastructure
required by the system
under consideration and
what upgrades would be
required to the current
infrastructure to support it?
e.g.
+
servers
+
storage
+
networking
+
wide area networking
+
backup
Time What is the timescale
required to implement the
solution and what is the
realistic timescale that the
system supplier can
achieve?
Resources What are the internal
resources in staff and time
necessary to define, develop
and test the system
solution?
Cost What is the budget for the
project and what are the
projected implementation
costs including:
+
infrastructure upgrade
+
system cost (hardware
& software)
+
design and
implementation
consultancy
+
internal team costs
+
training
+
ongoing support and
maintenance
Appendix 2: Glossary
BSI British Standards Institution
Caching Temporary copy of document and/or data for fast
access
CAD Computer Aided Design
CRM Customer Relationship Management
Document For the purpose of this guidance note this means any
electronic file. This can include drawings, images,
programmes, presentations and any other file capable
of being stored and read electronically.
EDMS Electronic Document Management System
ISO International Organisation for Standardization
Metadata The additional data associated with a document
which defines its characteristics and allows it to be
categorised correctly and searched within an EDMS
OLE Object Linking and Embedding a technology used
to link data from separate documents
WAN Wide Area Network used in connecting together
the local networks of separate branches of an
organisation to provide a single overall network,
usually with slower speed connections than the local
network
X-Ref A common data file which is referred by a drawing
file and which is necessary to present the complete
information for the drawing
rics.org
Electronic document
management
RICS Practice Standards, UK
The volume and diversity of electronic information within the
construction industry is constantly increasing.
The need to effectively manage this information is evident to most
businesses but the ability to do this using simple IT network systems
is becoming more and more difficult.
The application of a few basic principles can help with even the most
basic of file systems and these have been identified within this
guidance. However, a well-chosen and configured Electronic
Document Management system can significantly enhance the ability
of an organisation to store, find, repurpose, archive and generally
manage electronic files.
This guidance note aims to increase the level of understanding of what
such systems can offer and provide some tools to aid in the selection
of an appropriate system to suit any size of business.

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