Records Management: We Know, It’s Not Easy
Automated declaration and classification of records can greatly simplify the RM process and help with consistency and regulatory compliance
But let’s be real: there’s nothing simple about records management.
Challenges of electronic records management
Experienced managers spend countless hours sorting and classifying documents and other content. Their job can be complicated, confusing, far from fool-proof, and face it – a lot of times, things get missed.
As the scope of records management extends beyond internal systems to cloud, social and mobile applications, the situation has become even more complex. With a business’s content stored in multiple repositories – such as file shares, e-mail, CRM and other systems – managing, searching, and accessing critical records is a real challenge.
One of the main challenges is traditional records management systems themselves. Not only are they difficult for end users to operate, most are also expensive to extend to other environments.
At the same time, the demands on records retention, disposal and management have increased over recent years, making it critical for compliance an increasing number of processes. The challenge is how to keep the number of errors low. Many organizations have decided to automate the process so that metadata is applied in a consistent and uniform way.
Embedding the records declaration process directly within a content management system – subject to strict governance rules – keeps everything simple and compliant.
Automated declaration and Classification
Automated declaration and classification of records can greatly simplify the RM process and help with consistency and regulatory compliance. A study by global independent researcher AIIM discovered that, while there was initial skepticism around the technology’s capabilities, more and more organizations are turning to automated classification.
AIIM showed that while only 14% of organizations were using automated declaration/classification at the time, 65% or surveyed organizations planned to use the technology in the near future. Of those already using it, only 5% said they are disappointed with its accuracy. The majority of users reported its quality was the same or better than expected.
Trouble in the Cloud
Cloud technology is only becoming more popular, and as more software vendors offer cloud versions of their applications, and cloud file-sharing and collaboration environments expand, more content will reside in the cloud in a non-compliant way.
Including content held within cloud repositories and applying governance policies to traditional records management systems can be difficult and expensive. In the same AIIM study mentioned above, when asked about their concerns regarding content being stored in the cloud, over 35% responded that it was harder to apply information governance and security rules to content in this environment.
Organizations must include cloud services in their RM policies and procedures – just like any other information repository – while keeping it easy for users to adopt.
Social Counts!
Think social media doesn’t count when it comes to compliance? Wrong! All social media content should be included in a company’s records disposal, storage, and retention policy.
Unfortunately, this is rarely the case.
The AIIM study found that 37% of organizations felt they should treat social content as records, but weren’t – and only 15% said they saved some of the content, if not all.
Keeping an organization’s records management process simple enough for users to adopt, while effective enough to ensure compliance consistently across all channels, isn’t easy. But there are tools available today that can help simplify part of the process with automation.
Remember: if there are areas within your business that are non-compliant, then the whole business is non-compliant.
Keeping an organization’s records management process simple enough for users to adopt, while effective enough to ensure compliance consistently across all channels isn’t easy. But there are tools available today that can automate and help simplify some of the process.
Features of Records Management
Despite the challenges, electronic records management is a necessary feature of any business. The benefits are clear and the risks can be mitigated with careful planning. If you’re looking for help getting started or need assistance managing your current e-records system, Tenthline is here to help. Contact us today to learn more about our services and how we can assist you in meeting your compliance obligations.
Benefits of Records Management
- You’ll have an easy time finding important documents when you need them.
- Records will be stored securely and organized neatly.
- Sleep soundly at night knowing your business is in good hands.
- Spend less time worrying about the little things, and more time focusing on what you’re good at.
Although it can be a challenge to keep up with the latest changes in electronic records management, the benefits of a well-run RM system are clear. If you’re feeling overwhelmed and need help getting started, our team at Records Manager is here to assist you. We have years of experience implementing successful RM solutions for businesses of all sizes and industries. Contact us today to learn more about how we can help you take control of your company’s records.
what are the features of Alfresco’s document management system
There are many features of records management software that can help businesses manage their documents more effectively. Some of the most important include document scanning, indexing, file tagging, and search capabilities.
Document scanning allows businesses to scan in physical documents and store them electronically. This can save space on office computers and storage devices, and makes it easy to find documents when they’re needed.
Indexing helps businesses organize and track their electronic files. By tagging files with keywords or other information, businesses can quickly find the documents they need. This is especially helpful when there are a large number of files to manage.
Search capabilities let businesses quickly find specific documents by typing in keywords or other information. This can be useful when trying to find a specific document that was created weeks or months ago.