Records Management
Intelligent Records and Information Management processes for the creation, valuation, use, sharing, storage, archiving, and deletion of records.
Driving Smart Compliance – an Innovative and Empowering Information Management Solution
What is Records Management?
Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with informational records throughout a company’s lifecycle. RM includes everything from the creation of a record to its disposal.
Essentially, any information which is generated by an organization in the course of doing business is considered a record. Some records may be transient working files, kept only for a short amount of time, other records may need to be kept for a lifetime by law.
Did you Know?
“There has been an average of 30% increase in growth in emails sent from 2008 and this is growing year-on-year.”
The Born Digital Movement refers to the creation of records in a digital format, rather than the digitization of analog/physical information (which formed the bulk of recordkeeping not too many years ago). As organizations move to the cloud, more and more recordkeeping only exists within the digital world.
So, What is a Record?
A record is a record, regardless of the format of the information.
It is the CONTENT and FUNCTION that determines a record – regardless of where it may exist:
E-mail and attachments, websites, databases, text messages, instant messages, voice mail (can now be converted to e-mail), digital photos, scanned documents, outlook calendars, information on handheld devices (PDA), spreadsheets, word documents, wikis, blogs, Twitter….
The Importance of Records Management
Ensure that your resources are allocated where needed to increase overall organizational efficiency.
Ensures continuity and consistency in administration.
Provides Evidence with regards to Business Transactions and Agreements
Documents official actions and the agency’s organization, structure, and achievements.
Protects records from inappropriate and unauthorized access.
Ensures accountability to the Administration, Congress, and the American people.
Protects the legal, financial, and other rights of the Government and its citizens.
Provides a defensible position with regards to the destruction of records.
Provides compliance with international, federal and state legislature.
Reduces the liability of an organization for regulatory non-compliance.
Why Manage Records?
Reduces Risks associated with compliance and disaster recovery
Makes your office run more efficiently
Efficiency with regards to FOIA, NARA and dozens of other informational regulations
Continuous Business Challenges for Records Management
Records are the Backbone of your Company
While certainly ordinary and mundane to most – records are still a vital necessity!
People will come and go over time, while records provide the continuity for the function and mission of the organization.
Should the business entity suffer a major disaster (man-made or natural) these are the records that are required to conduct essential business operations.
- Employee payroll records
- Accounts receivable
- Articles of Incorporation Payroll and accounts receivable
- Social Security and Retirement
- Public safety records
- Titles, deeds, and contracts
- Licenses and long-term permits
- Provide for the continuity of operations.
Reap the Benefits of Records Management
Classify existing document repositories
Assess existing information silos
Migrate information to the cloud effectively
Manage the Document and Record Lifecycle from Cradle to Grave
Unlock compliant sharing, co-authoring, versioning and publication
Develop efficient information workflows
Increase discoverability and reusability of information
Ensure continuous compliance against regulatory information standards
Manage defensible disposition of information