CONTENT SERVICES | RECORDS MANAGEMENT
Ensure Compliance with Records Management
Organizations are mandated by law to retain confidential client, employee and business information for a minimum period of time. So, what do you do once a record like a document outlives its purpose? Holding onto such content for too long poses a security risk, and can put your business in non-compliance with current privacy and data regulations.
Records management explained
Records management refers to the systematic and strategic approach of capturing, organizing, storing, and maintaining records throughout their lifecycle in an organization. It involves the management of both physical and electronic records, ensuring their integrity, accessibility, and proper disposal when no longer needed.
Technology for records management
Records management is not all about technology: it encompasses various activities and processes, including the creation, classification, indexing, storage, retrieval, and retention of records. In addition, it also involves establishing policies, procedures, and controls to ensure compliance with legal, regulatory, and operational requirements.
Records management technology provides organizations with powerful tools to capture, organize, and optimize their record-keeping processes. By leveraging advanced technologies, such as artificial intelligence (AI) and machine learning, organizations can automate classification, retention, and disposal processes, ensuring compliance with regulatory requirements.
By adopting technology for records management, organizations are able to enhance their operational efficiency, mitigate risks, and harness the full potential of their information assets.
TYPICAL CHALLENGES WITHOUT RECORDS MANAGEMENT TOOLS
Struggling to ensure the security and privacy of business information
Legal and Regulatory Non-Compliance
Failure to meet retention schedules, privacy regulations, and document authentication can lead to legal liabilities and reputational damage.
Increased Risk of Data Breaches
Lack of proper security measures and controlled access make records vulnerable to cyber threats and internal breaches, such as unauthorized access to sensitive information.
Ineffective Record Retention and Disposal
Retaining records beyond their required period poses potential legal risks, while premature disposal can lead to the loss of valuable information.
Inability to Demonstrate Accountability
The lack of proper documentation and audit trails makes it difficult to track and verify business activities, leading to potential challenges in regulatory audits or internal investigations.
THE BENEFITS OF RECORDS MANAGEMENT
Promote Compliance and Mitigate Risks: The Role of Records Management
By implementing a robust records management system, organizations can harness the full potential of their information assets, ensuring efficient record-keeping practices, and reaping numerous benefits.
Discover the advantages of centralized record repositories, advanced search functionalities, collaborative record sharing platforms, expertise identification tools, and streamlined record creation processes.
With a comprehensive records management solution, you can effectively manage and utilize your organization’s wealth of records, promoting compliance, enhancing operational efficiency, and fostering a culture of continuous improvement.
Ensure Compliance
Meet legal and regulatory obligations by maintaining accurate and complete records. This includes adhering to data privacy regulations, retention schedules, and industry-specific requirements.
Mitigate Risks
Reduce the risks associated with litigation, audits, and information breaches. By maintaining reliable records, organizations can provide evidence, support decision-making, and protect against legal and reputational risks.
Enhance Efficiency
Enable efficient retrieval and sharing of information, improving overall operational efficiency. Streamline record-keeping processes, utilizing technology, and implementing consistent practices minimize duplication, errors, and time wasted searching for information.
Preserve Institutional Memory
Ensure the preservation of institutional memory by capturing and retaining organizational knowledge. This allows for the transfer of knowledge between employees, continuity of operations, and historical reference for future use.
Facilitate Decision-Making
Support informed decision-making across various business functions. Records provide historical context, evidence, and insights that help identify trends, measure performance, and guide strategic planning.
Reduce Spend for Storage
Save money by managing physical and electronic records in one system whilst also transfer inactive files to less costly storage areas for subsequent disposition.
FEATURES OF A SOLUTION FOR RECORDS MANAGEMENT
Core features of a records management solution
A robust records management solution offers several core features that enable organizations and their teams to efficiently capture, organize, and secure their records, ensuring compliance, streamlining workflows, and maximizing the value of their information assets.
Centralized Records Repository
Provide a centralized repository to store and organize records in a secure and structured manner, allowing for easy access and retrieval.
Advanced Search Capabilities
Facilitate robust search functionalities, including metadata search, full-text search, and filters, enabling users to quickly locate specific records based on various criteria.
Version Control and Document History
Tracks document versions and maintain a comprehensive document history, allowing users to view previous versions, track changes, and ensure document integrity at all times.
Security and Access Controls
Ensure the security of records through granular access controls, user permissions, and encryption. It enables organizations to define access levels and restrict unauthorized access to sensitive information.
Record Retention and Disposal
Smart record retention management by defining retention policies, automating record disposition processes, and ensuring compliance with legal and regulatory requirements.
Discover our technology for
records management
Harness the potential of our industry-leading software solutions and create a records management practice that drives business outcomes.
CONTENT SERVICES PLATFORM
The leading content services platform to manage the full lifecycle of records
iManage is a powerful content services platform designed to streamline the management of records throughout their lifecycle. With smart document and email management, knowledge sharing, and real-time collaboration capabilities iManage helps organization and their teams to effortlessly access and organize documents, contracts, emails, and more, from any device, anywhere.
