Document Record Management System (DRMS)
The GORDIC® company has been dealing intensively with the problems of Records Management in the public sector since 1991, when it developed the preliminary study of the information system for district councils on the basis of a tender announced by the Ministry of the Interior. In 1993, on the basis of the GORDIC® company’s solution winning in the tender of the Ministry of the Interior, the complex solution of the Records management of district councils was developed. The practical experience of operation of the Records Management system enabled relatively quick development of the company’s own software product as well as improvement of the methodological background in the area of records management.
At present the GINIS®-SSL product distinguishes itself especially by high methodological stability, which is based on practice-proven experience and several years of co-operation with authorities and central institutions, that are willing to help solve the problems of records management.
Major References of GINIS® DRMS in the Czech Republic
Offi ce of the President of the Republic
Prague Castle Administration
Offi ce of the Public Defender of Rights
Prague City Council
Ministry of Informatics of the Czech Republic
Ministry of Health of the Czech Republic
Ministry of Industry and Trade of the Czech Republic
Ministry of Defence of the Czech Republic
State Institute for Drug Control
Regional Government of the Vysočina Region
Regional Government of the Olomoucký Region
Regional Government of the Jihočeský Region
Regional Government of the Jihomoravský Region
Regional Government of the Moravskoslezský Region
Regional Government of the Liberecký Region
Regional Government of the Pardubický Region
Pardubice City Council
Zlín City Council
Why Records management?
The Records Management System allows to register of all data about documents and records including monitoring of the documents fl ow in the organization. It is intended for comprehensive documents management in the organization. The system of activity of Records Management of the GORDIC® company fully complies with the valid legislation and it can be used as a powerful and eff ective tool for provision of professional management of documents received and arisen from the originator’s activity.
The GINIS® Records Management works equally with paper and electronic documents. So, it is possible to keep a paper document and an electronic one, as well as e.g. video or audio recording. Data about individual documents are created in the system by means of manual entering, electronic input or loading from other programs (systems). The system enables to meet the legal requirements for proper receiving, record keeping, distribution, circulation, processing, creation, signing, sending, storage and discarding.
The document, entering the Records Management, is “any written, video, audio, electronic or other record, whether analogous or digital, which has arisen from the originator’s activity”. Data about individual documents are created in the system by means of manual entering or loading from other programs (systems). The fl ow of individual documents among the Records Management modules is depending on the process being executed (handing over for processing, cancellation, returning for amendment, handing over to the prearchiving maintenance...), which is controlled by the records management methods and the internal standards of the organization (especially the Records and Discard Code). In the initial registering, each document is marked by the initial identifi er (PID) under which the circulation of the document in the organization can be subsequently tracked. The document may be marked physically by this identifi er (by sticking a PID label on a letter, invoice etc...), or the PID is generated and assigned to the document in the electronic form (e.g. mailing of electronic documents).
The outputs of the subsystem are solved by means of individual modules. Each module is equipped with classical printouts and data follow-up to the other Records Management modules.
The risks resulting from higher diffi culty of conditions of document processing imply not only the overall risk of non-observance of law, but they may also bring a threat to basic activities performed by the organization. The extent of solving the above mentioned risks directly infl uences the trustworthiness of the organization.
DRMS as a Part of GINIS® information system
Records Management is one of the key subsystems of the GINIS® information system. The subsystems are further divided to specialized components (agendas and program modules), the function of which enables comfortable, traceable, transparent and eff ective double-entry bookkeeping, budgeting, records management etc. The system is equipped by the layer of common interfaces for communication between the GINIS® system and external systems.
The GINIS® system represents a complex solution of the information system. It is intended especially for state administration and local self-government organizations. Its basic ides is management of information fl ow in the organization.
GINIS
® scheme
The Records Management subsystem serves for record keeping of all data about the documents and records and their fl ow in the organization. The following chart displays individual components (modules) of the DRMS subsystem.