The most important thing to remember is that it's not just another document storage solution. Organizing, storing, and retrieving documents is an important, even integral, part of the records management process.
Records Management Systems
By improving storage efficiency, reducing wasted space, and improving operational efficiencies, it helps comply with relevant legislation. But that's not the whole story: not every document is subject to compliance.
Records management systems - also referred to as RMSs - go beyond storing documents. It's a complete end-to-end solution for creating, storing, and destroying all hard and digital information assets. The process usually involves software and scanning as well, but not only that.
From a fundamental perspective, it should:
- Make an inventory of all your records
- Records retention periods must be outlined and enforced in compliance with the EU GDPR and UK data protection laws
- All documents must be destroyed safely and compliantly
- Set clear procedures for both paper and digital records
- Through scanning, records can be converted to digital formats
- Audit trails should be transparent
- Maintain the integrity of records throughout their lifetime
- What makes a record management system a good one?
- Records should be easily collected, retrieved, and transported - and securely stored.
- Records that aren't used regularly or semi-regularly can be stored in dead files, if necessary.
- Fire and flood protection is essential for hard copy files - using data rooms for especially sensitive records - and data theft protection is crucial for digital records.
- Digital files can be scanned.
- Paper records requiring secure shredding should be identified.
Those are not benefits, they are requirements. A question like “What is records management?” is important. But “How a good document management system does work?” is a better one.
You'll have to ask your chosen solutions provider if they can manage digital and physical records. Beyond that, there's quite a bit of variation in terms of solutions and services.
However, in general, a good records management system should help your business reduce waste, maximize storage, and increase efficiency. In addition to being compliant with existing law, it should also be flexible enough to adjust to new rules and standards. This will minimize any legal dangers.
The system should be able to accommodate future retention needs, since growing businesses often outgrow their allocated space. For reasons of legality and efficiency, redundancies should be eliminated (particularly those containing sensitive information).
It should improve the management of records above all. It should be easy and convenient for staff to get the information they want when conducting research. Documents that must be destroyed by your system should be flagged for shredding. Seamless integration of new technologies should be possible if new technologies are available.
In addition to these things, it should:
A records management system provider must also be able to consult with you if you need it. They must be able to accommodate the needs you've identified, as well as identify and address the needs you haven't identified. Ultimately, a records management system is created to liberate your time and resources: limiting the amount of administrative work you do, allowing more space for physical offices, and enabling you to focus more on commercial and operational goals.