What are the key criteria for evaluating the usability and functionality of a records management system?

UI is absolutely critical. Here is Garry Kasparov's take after he lost his game with deep-blue: "Who wins? The best chess computer with the worst player? Best chess player with an ok computer? Neither. The best UI with a good operator." Same applies to our archives and RMS.

UI is a critical Component in any given system. Change is inevitable but mostly its opposed by many. This is due to fear and lose of comfort with current ways of doing things. Therefore, UI should be user friendly inter terms of learning how it operates and ease of navigation form one feature to the other.

Make sure the system standardizes the metadata. Without this, you will be losing records. Make sure the system keeps the metadata in a seperate database, not on the files themselves. It is easy for retention metadata to be edited when it lives within the document. It doesn’t have to be a malicious or intentional edit. IT moves your data. Or changes SharePoint versions. All the metadata within the document gets updated. That usually includes the last open date. (The data has to be scanned somehow) It can include the created date. (IT recreates documents instead of a migration) It can even include the creator. If your retention period relies on one of those, tough luck. So, make sure your metadata is kept in a database.

Storage and retrieval are the core functionality of records management. The system should support robust classification methodologies and advanced Metadata functionalities. This will facilitate effective and efficient storage and retrieval of records.

This is usually well managed by RMS platforms. The only key detail here is classification. If your platform isn't thorough with classification, it might give too much or too little access to certain documents.

Be very careful with Microsoft integration. Microsoft is known for throattling their data-feeds, or just dumping them on you. They limit the number of documents/emails/chats your RMS has access to. There are many work-arounds. If your RMS vendor knows what they are doing, this should never be a problem. Many don't. I hear about lost emails quite frequently because the RMS "couldn't scale". Don't fall victim to a throattling or scaling issue.

So , Integration allows seamless communication between various software applications, while interoperability ensures smooth data exchange among different systems. By harnessing the power of integration and interoperability, organizations can unlock immense value and maximize the benefits of their chosen records management system. The importance of integration and interoperability in evaluating the usability and functionality of a records management system cannot be overstated. The benefits are significant: seamless data transfer, improved accessibility and collaboration, enhanced efficiency and productivity, and effective compliance and risk management.

Data doubles every 2 years. You are doomed if your RMS can't scale. The most costly mistake you can make is changing RMS every 4-5 years because the software can't scale to your needs anymore. And, it's more expensive to switch systems than to buy a new one. These software are bought for long-term with very lengthy contracts. Don't fall victim to sub-par technologies. Else, you will have to pay till your contract ends.

For me compliance and quality is the single most important element. the other 5 points in this article simply support this point.

To evaluate an (electronic) records management system, the literature will point towards first identifying the functional requirements that were initially set out for the eRM system to achieve. Once identified, the functional requirements should be compared with any reports or documented experiences of the users of the system. At some point, system usability tests can be helpful and conducting interviews with both developers of the eRM system and users can help merge common requirements and bridge expectations of the eRM system through the introduction or integration of newer or better functions and capabilities in the eRM system. The six criteria specified here are a good starting point for determining functional requirements in eRMS.