Records management

Abstract

PurposeTo share the experience of implementing a single, shared electronic system for managing paper and electronic mail and files in all of the offices of the French Ministry of Justice's central administration in order to improve control and management consistency.Design/methodology/approachDiscusses the situation prior to implementation of the new MESSAGER electronic (workflow) system and the inherent problems. Explains how files are managed through a basic data field called “file type” which includes retention information, in the new system. Shares the project timelines and discusses the involvement of staff in its design and implementation.FindingsThe system has brought office improvements in mail and file management, more efficient handling of business, as well as better service to those seeking justice in the justice system. Outlines ongoing challenges. The Archives Service has been able to increase its visibility and role in electronic archiving as a result of being part of the project.Practical implicationsHighlights the role played by the Archives Service and the benefits accrued; the importance of including department representatives in the project team.Originality/valueThis paper is a useful case study of implementing a shared electronic system for managing particular types of records (mail) across several offices within a central government department and the critical success factors.