File Management As a Subsystem within the Applications of Electronic Records Management

Cicek N.

TURKISH LIBRARIANSHIP, vol.30, no.3, pp.434-448, 2016 (ESCI) identifier

  • Publication Type: Article / Article
  • Volume: 30 Issue: 3
  • Publication Date: 2016
  • Journal Indexes: Emerging Sources Citation Index (ESCI), TR DİZİN (ULAKBİM)
  • Page Numbers: pp.434-448
  • Istanbul University Affiliated: Yes


While using of information technology in the institutional work processes provides speed and convenience to information and document production, it has brought with it a number of problems. One of these problems is making mistakes while filing electronic records. Electronic records are filed according to subjects or cases in a body in accordance with a function and within an organic bond. However, misapplications in a lot of application softwares of electronic records management were revealed during field work. Although file plans are identified as a system criterion in various guidelines and standards, they generally cannot be reflected to the applications. Not being able to open a case file, not being able to manage it according to the disposal schedul and transfer it to the archieve in a file integrity even if the case file is opened are the main challenges. During the field works, it is noticed that the filing was not managed in a separate module in many application softwares. This negative situation causes difficulties in bringing related documents together. In this paper, a model that can be a solution to the problems of electronic records filing is proposed. The model is designed as a subsystem within the electronic records management system. This method, tested in a local governing body, may also function as a guidance for other organizations that have difficulties in filing.