Electronic Record Management System

State Trustees Limited (STL) seeks a modern, SaaS-based Enterprise Record Management System to replace the legacy ERMS. The solution must provide a "unified view" of client records across digital repositories (M365/SharePoint) and physical storage facilities.

The objective is to implement a "Silent Sentry" model. Unlike traditional ERMS implementations, this solution will not be rolled out to the broader organisation. Instead, it will serve as a high-powered command centre used exclusively by the Information Management (IM) Team (approx. 5-10 users) to govern, clean, and archive data across the enterprise (including SharePoint Online and physical repositories) without impacting the daily workflows of general staff.

The successful solution must enable proactive, defensible disposal, significant cost reduction through storage tiering, and seamless unification of physical and digital records intelligence.

Key Objectives:

• Compliance: Full alignment with PROV (Public Record Office Victoria) Standards, specifically PROS 19/05 and PROS 22/04.
• Federation: Manage records "in-place" within SharePoint to eliminate data silos.
• Hybrid Management: Integrated tracking for physical sensitive documents (e.g., original wills).
• Security: Adherence to the Victorian Protective Data Security Framework (VPDSF).