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EDRMS (Electronic Documents and Records Management System) is a software application that manages a range of digital information, including word processing documents, spreadsheets, emails, images and scanned documents. As a result, an EDRMS can combine the functionalities of electronic document management and records management. Indeed, the main objective of electronic document management is the access and use of digital documents created from short-term office applications. Records management, on the other hand, focuses on the management of information over time for evidentiary purposes, compliance with legislative and governance requirements and ensuring continued authenticity. EDRMS, on the other hand, can combine different functionalities of the first two systems, according to [NAA 11], and is able to:

 – create and collaborate on new documents;

 – capture records in a central repository for easy search and retrieval;

 – integrate common office applications, such as email;

 – make links between records;

 – describe the records in a controlled way to facilitate searches;

 – capture and maintain context-related metadata;

 – assign unique identifiers to records during capture;

 – protect the integrity of information and ensure its security;

 – retrieve information using keywords, creators’ names and registration numbers;

 – prevent recovery of “read-only” copies and limit deletion permissions;

 – share documents and information to enable collaborative work;

 – manage documents in a workflow process;

 – control document versions and access authorizations;

 – apply records retention rules and capture destruction metadata.