1. > INTRODUCTION

All public offices and local authorities are faced with the prospect of implementing IT software to replace a paper-based records management system or to upgrade an existing electronic system.

Effective recordkeeping requires the early involvement of recordkeeping analysis in systems design. Early intervention will ensure that authentic, reliable, and usable records are created, captured, and managed to a standard of best practice and to meet the organisation's business and legislative requirements.

Records and information managers have a vital role to play in all steps of the process of introducing an IT solution. This guide has been developed to help Records Managers and Information Managers to both analyse requirements, and consider some of the issues associated with selecting and implementing records and electronic document management systems. It should be read in conjunction with the other products in the Continuum Resource Kit produced by Archives New Zealand, in particular the Electronic Recordkeeping Systems Standard.

The guide outlines a number of steps to be taken prior to implementing an IT solution and the considerations associated with each of these steps. A checklist of these steps is included as part of the guide. Organisations may need to vary the way they apply these steps and timelines depending on factors such as processes they use.