What records management software does
Records management software, often called an EDRMS or enterprise content management system, captures documents as records, classifies them, applies retention rules, controls who can see them, manages their disposal, and keeps evidence of all of it. It is different from a shared drive or a collaboration tool, which helps people work on files but does not prove what happened to them.
Australian obligations to check
Which rules apply depends on who you are. Commonwealth entities have obligations under the Archives Act 1983, state government bodies and public universities typically fall under their state's public records legislation, and private organisations have retention duties for tax, employment, corporate and work health and safety records. AS ISO 15489 is a widely used standard for records management practice. Confirm what applies to you before choosing software, and take advice where the obligations are unclear.
What to look for
At a minimum: consistent classification, retention rules attached to each record type, disposal with an approval step, a complete audit trail, role-based permissions, the ability to place legal holds, reliable search, and reporting you can show an auditor. Also look at how well it works with Microsoft 365 and your line-of-business systems, how migration is handled, and where your data is hosted.
The main types of option
SharePoint with Microsoft Purview suits organisations already standardised on Microsoft 365 that are prepared to design and govern the configuration carefully. Established dedicated systems, such as OpenText Content Manager and Objective, are widely used in government and regulated sectors. Metadata-driven platforms such as M-Files organise records by what they are rather than where they are filed, and can bring content from several repositories under one set of rules. Each can work well; the right choice depends on your obligations, existing systems, and how people actually work.
How to shortlist
Write down your requirements and obligations first. Ask each vendor or partner to demonstrate against your own documents and processes rather than a standard demo. Compare total cost over several years, including implementation, migration and administration. Check local support and where data is hosted, and run a pilot on one record type or department before committing.
Common questions
What is the difference between an EDRMS and a document management system?
A document management system helps people store, find and collaborate on files. An EDRMS adds records controls: classification, retention, disposal, audit trail and legal holds, so you can prove what happened to a record.
Do private companies need records management software?
Many private organisations have retention obligations for tax, employment, corporate and safety records, and need to find documents quickly for audits and disputes. Whether you need dedicated software depends on volume, risk and how well your current tools meet those needs.
Can SharePoint be used as a records system?
It can, with Microsoft Purview and careful design of content types, retention and permissions. It depends on your licence tier and how well the configuration is governed.
Does our data have to be hosted in Australia?
It depends on your legislation, contracts and policies. Many organisations choose Australian hosting. Check your own requirements and ask each vendor where data is stored.
How do we start?
List your record types and obligations, then pilot one record type in one department. Our readiness checklist walks through the questions to answer first.
Related: Document management system in Australia: how to choose
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