Business Information Systems

Business Information Systems (BIS) are systems designed to perform a function within an organisation. Most organisations use a variety of systems to manage their records and may have different systems for:

• finance
• human resource management
• claims management
• customer service requests
• project management.

Where records are captured in electronic format within a BIS, the system should include record keeping functionality that enables the organisation to effectively manage the records until they are legally disposed of, either through destruction or retain as State Archives.

BIS record keeping requirements

BIS need to ensure that the records they contain:

• are findable and readable for as long as they are legally required
• contain adequate metadata to ensure meaning and context is associated with the digital record and that it can be proven to be genuine
• are safe from unauthorised access, alteration and deletion
• can be digitally linked to other relevant records or datasets.

BIS may not have the same functionality to manage the records created over time as an Electronic Document and Records Management System (EDRMS), but they may be acceptable to an organisation from a risk management perspective for managing records of short term value.

When using BIS, it is useful to note that:

• It is common practice across agencies that many BIS contain records that are not captured in an EDRMS. There is no requirement to duplicate records from these systems into the EDRMS.
• Where possible, new BIS should include record keeping functionality or should be integrated with the EDRMS.
• The State Records Office’s Record Keeping Plan template includes a section for records in BIS, and these details should be added when the organisation reviews its Plan.

For further information regarding record keeping functionality requirements for EDRMS and BIS refer to AS/NZS ISO 16175 Information and documentation –
Principles and Functional Requirements for Records in Electronic Office Environments.

NAA has also developed a Business System Assessment Framework which includes a checklist for assessing the information management capabilities of business systems.