How to choose an EDRMS: a guide for councils

Choosing an electronic document and records management system (EDRMS) is easier when you ask every vendor the same questions. This guide lists the questions councils can put to any supplier, and shows how Monarch EDRMS answers each one, including where we do not publish an answer.

Three common approaches

• A SharePoint-based EDRMS. Records management built on SharePoint Online and Microsoft 365, so records stay in your Microsoft 365. Monarch EDRMS takes this approach.
• A standalone EDRMS. A dedicated records system with its own repository.
• A records module in a larger council suite. Records management bundled with a wider ERP or council system.

Each can suit a council. Consider what you already own, how your staff work, and how the system will be supported over time.

Questions to ask every vendor

Topic	What to ask	How Monarch EDRMS answers
Recordkeeping standards and law	Which standards and state laws does it support, and can the vendor show how, with your authority's schedule?	Supports AS ISO 15489, WA, NSW, Victorian and Queensland recordkeeping law, and retention and disposal schedules. Details.
Retention and disposal	How are retention and disposal schedules applied, reviewed and evidenced?	Supports retention and disposal schedules. Ask for a demo with your own schedule.
Where data is stored	Which tenant or region holds the records, and does any feature process data elsewhere?	All data stays in the customer's Microsoft 365. Details.
Security assurance	What independent assessments or certifications exist, with scope and date? What do you rely on from your own environment?	Relies on the customer's Microsoft 365 security and permission controls. No separate certification is claimed.
Capture and search	How are documents and emails captured, and is search permission-aware?	Drag and drop capture of documents and emails; permission-aware Search Center. Features.
Migration	Which legacy systems can be migrated, and how is the move validated?	Migrates from network drives, TRIM and Content Manager, and other EDRMS. Details.
Implementation and support	How long does it take, who does what, and what support follows go-live?	Typically under four weeks; support in business hours by phone and email. Details.
Integrations	Which of your existing tools does it work with?	Microsoft Teams, Outlook, Power Automate, Power Platform and Apollo. Details.
Pricing	What drives the price, and what is included?	Priced by quote. How pricing works.
References	Can you speak to a council like yours?	Ask us for references when you request a demo.

Ask for evidence, not just claims

For standards, security and references, ask for documents you can check: the scope and date of any independent assessment, the specific state requirements mapped, and a customer who can speak to their experience. Compare answers on the same basis across vendors.

Read more about records management in SharePoint, or request a demo and bring this checklist.