What does a record management do?

 Record management is a crucial step in today's busy world. When we talk about Record Management Services, we refer to an automated way of organizing, securing, capturing, digitizing, and completing tasks using a digital version of the documents.  

The electronic system controls and organizes the entire organization's documents. It helps in workflows, document repositories, output systems, information retrieval systems, etc.

What does Electronic Document Management Solution do?

EDMS (Electronic Document Management Solution) helps manage all kinds of records created and received in an organization. EDMS must facilitate its recovery, allow the extraction of information, and the expurgation of those that are not necessary. Documents should be preserved and destroyed efficiently when they are no longer needed.

Steps Of Record Management Solutions 

Digitizing documents:- This operation involves scanning a paper document and then applying text recognition processing to transform it into a digital document via OCR (optical character recognition) software.

Processing:- This stage is devoted to classification, referencing, and indexing. This process involves providing information about the document like the type of file, the date of creation, the creator, and the content (full-text search) to facilitate its use. 

Data storage:- It must be adapted to the volume of documents and allow rapid access. Backup copies are necessary because there are always risks of accidents, such as fires or hardware failures.

Dissemination functionalities:- Records management solutions guarantee good use of the data and ensure their usefulness. Indeed, all should keep in mind that the purpose of the Electronic Document Management System is to provide real ergonomics in terms of speed and ease of access to reliable information. Some records can be designated as editable, and others must not be. 

Archiving:- This step focuses on records that must be legally preserved but not used in daily operations.

Advantages of using an Electronic Document Management Solution

Record Management Services make it easy for companies to combine paper and digital files in a single repository. With this process, one can scan physical documents easily and import the digital formats of documents generated by different systems. We can store documents generated by a word processor, spreadsheets, presentations, PDF files, images, etc. 

Let’s have a look at the advantages offered by Record Management Services:-

Repository of documents/files:- EDMS serves as a central repository for all the organization's critical documents. In this way, they can later be accessed, viewed, changed, and shared. The company stops wasting hours of precious time searching through folders and filing cabinets to locate a document.

Record security:- When documents are left unmanaged, the potential for sensitive information to be exposed to the wrong people is considerable. If sensitive and vital information falls into the wrong hands, it can cause irreversible damage to a company. A Records Management Solution allows you to protect confidential information through rigorous security policies and role-based access control where only authorized users can see certain files or documents. 

Improved organization - You have more freedom with records management solutions! You get peace of mind with better organization. Getting paperless and utilizing an electronic document management system provides you with a great deal of this independence. You can be free from the tedious tasks of searching for information and manually managing paperwork. With tags, categories, subcategories, and metadata, documents become easier to organize, locate, and retrieve. A search with the right keywords can return results in seconds.

Time/cost efficiency:- Employee efficiency saves time. And when it comes to business, time saved is money earned. Moreover, maintaining and running an Electronic Document Management System can be done at a very affordable cost.

Convenient Process:- With record management services, users can share and collaborate on files and documents with their colleagues, controlling who they share those documents. With the audit trail functionality, you can see who has viewed or edited certain files or documents, which can be critical to eliminating process errors and inefficiencies.

The benefits of Record Management Services are clear. They reduce document search efforts and increase your productivity. These advantages allow you to save time and money. So, have a look at investing in something positive to build a better workflow!