InterSoft Working Closely with Division of Archives & Records Management

In preparation for the launch of Government Document Management System (GDMS), ITI has been working closely with the New Jersey Division of Archives & Records Management (DARM). Since DARM certifies electronic record management systems, they have played a crucial role in the development of ITI's GDMS. ITI has worked closely with DARM to insure adherence to state regulations regarding electronic record management.

"Without their help, we would never have captured all of the elements needed for certification, " stated Michael Dunne, Marketing Director of ITI.

DARM's mission statement, from their website reads, "The Division of Archives & Records Management has overall responsibility for the efficient management and preservation of all records produced by New Jersey state, county, and local government agencies and authorities." Toward this end, DARM provides these same agencies with records retention schedules and certification for their record management systems.

GDMS came to fruition from many years of research into document management. This technology now has a new urgency with the passage of the Open Public Records Act (OPRA), which goes into effect on July 8. This legislation requires local government agencies to provide public records to any person requesting them within a window of seven days. This will surely put an increased burden on the municipal clerks, who in the OPRA law are named the legal custodians of all municipal and agency records. Albin Wagner, Chief of the Bureau of Records Management notes that, "it is crucial that they (municipalities and agencies) prepare for the impact of the OPRA legislation and that DARM is available to help them.

"ITI is also committed to helping guide municipalities through the certification process when using the GDMS system. Some vendors may say that they have a certified electronic records management software. However, DARM certifies the agency or township's records management system, not the software itself. The software is just a part of the bigger picture and in no way can an electronic management system stand alone as a certified system in New Jersey.

When certifying a system what the Division of Archives & Records Management looks at includes the processing, cataloging, indexing, storage and retrieval of an agency or municipality's records. This includes keeping the records in proper storage facilities, filing regular retention schedule applications with DARM, and disposing of records as needed.

ITI with its GDMS system is committed to making this process simpler and easier for municipalities.

If you have any further questions feel free to contact ITI or the Division of Archives & Records Management directly at:

Department of State-Division of Archives and Records Management
2300 Stuyvesant Avenue, P.O. Box 307
Trenton, NJ 08625-0307
Phone: (609) 530-3200
www.state.nj.us/state/darm/index.html