File Management As a Subsystem within the Applications of Electronic Records Management

Abstract

While using of information technology in the institutional work processes provides speed and convenience to information and document production, it has brought with it a number of problems. One of these problems is making mistakes while filing electronic records. Electronic records are filed according to subjects or cases in a body in accordance with a function and within an organic bond. However, misapplications in a lot of application softwares of electronic records management were revealed during field work. Although file plans are identified as a system criterion in various guidelines and standards, they generally cannot be reflected to the applications. Not being able to open a case file, not being able to manage it according to the disposal schedul and transfer it to the archieve in a file integrity even if the case file is opened are the main challenges. During the field works, it is noticed that the filing was not managed in a separate module in many application softwares. This negative situation causes difficulties in bringing related documents together. In this paper, a model that can be a solution to the problems of electronic records filing is proposed. The model is designed as a subsystem within the electronic records management system. This method, tested in a local governing body, may also function as a guidance for other organizations that have difficulties in filing.