Managing Records: Records Management Software
Developing Your Own Records Management Software
Introduction
The Custom-Developed Option
Governments Using Home-Made or Custom Software
Sample Software
If there are existing products that meet most of your needs, it is usually more cost effective to purchase an off-the-shelf software package than it is to develop one in-house or have one specially written for you by an outside consultant. Although you may have to modify your ways of work to accommodate the software, off-the-shelf packages have a number of advantages over custom-written applications. These include:
- immediate availability,
- proven reliability (the software already has been tested and most problems resolved),
- generally lower cost,
- provision of user manuals or on-line help, and
- availability of extended technical support and training (usually for an additional fee).
Because of these advantages, the State Archives recommends that governments purchase off-the-shelf records management software whenever such products will meet their needs, even if they have to slightly modify their work processes. The State Archives Records Management Software Guidelines can help you identify your specific requirements.
If you are unable to find any off-the-shelf software that meets the majority of your needs, or you have very basic data management requirements that don't necessitate the level of functionality provided by a complete software package, you can write a customized application (or have one written for you) using a commercially available database management software package such as Microsoft Access, Lotus Approach, or Corel's Paradox.
Because a custom-developed application is tailored to meet your unique needs, this option appeals to many governments. However, there are drawbacks to doing your own software development that you should consider before dismissing the off-the-shelf packages.
The chief drawbacks to custom software development are that it is time consuming and expensive. It also requires expertise in the database package upon which the application will be built. If custom-developed records management software appeals to you, consider these questions:
- Is there someone on staff with database development knowledge, or will you have to hire a consultant to do the work?
- If a current employee has the expertise, can his or her regular work be reassigned or put on hold until the software project is completed?
- Can the government afford to hire someone to fill in if necessary, or to hire a consultant to write the software?
- How quickly will the software be available?
- Will the developer provide any guarantees (of delivery date or functionality)?
- What will it cost to keep the software running? Who will maintain it?
- What, if any, training will be available?
- Will there be adequate documentation? Who will write it?
- What will you do if the employee who writes the software leaves the organization? Or if your consultant leaves the area?
Governments Using Home-Made or Custom Software
While creating your own records management software can have drawbacks, a significant number of local governments are successfully using either in-house or professionally developed records management software based on Microsoft Access. These governments would be happy to discuss their experience with you.
The New York State Archives designed
the Government Records Management System (GRMS) to aid local governments
and state agencies store, retrieve, and dispose of records. You can use
the system effectively as designed or tailor it to your particular records’
situation. State Archives personnel are not responsible for customizing
the software; the government or agency accepts the application as designed.
The system was designed to manage all records, active and inactive, in
all record formats. However, it is most effective in managing inactive
records stored in records storage boxes.
The system is designed in Microsoft Access, a popular and easy-to-use
database program, and is available in either the 1997 or 2000 versions.
The New York State Archives does NOT offer general Access training, only
training for this particular application. If additional Access training
is needed, the State Archives suggests that users arrange for training
with local vendors.
Users who familiarize themselves with basic records management theory,
practice and jargon will find the system easier to use. The State Archives
suggests users attend the Archives’ workshops, especially Inactive
Records Management, and read Archives publications, especially #49, Administration
of Inactive Records to educate themselves on basic records management
principals. For more information, contact your State Archives’ Regional
Advisory Officer.
The sample database in not available
online, but an electronic copy can be requested from RECMGMT@mail.nysed.gov.
