Benefits of Installing Records Management Systems in Your Organization

Every business, no matter its industry or size is required to maintain records in some form. Consider financial records, HR information such as employment contracts, and tax returns. Government organisations have an even greater responsibility for maintaining day-to-day records of operations to maintain full transparency to the public. Therefore, recordkeeping at some level is required by every business.

A modern, intuitive record management system can make this process much easier for organisations. Irrespective of the business size, keeping records accessible and organized has a significant impact on compliance with legislative requirements and productivity.

Record Retrieval

The better your business is organized, the quicker you can access records. There are several benefits that you can realise by implementing a records management system and process in your business. This framework will help you to categorize your records, label, track, and organize them efficiently. The faster your business can accesses documents, the less time is wasted, which enables your team to focus on its core business offering for enhanced productivity.

RecordPoint provides an innovative records management system in two variations: on-premise and cloud based. The built for Office 365 and SharePoint system assists in helping businesses achieve enhanced document retrieval efficiency, an increase in compliance with laws and regulations, enhanced productivity, better records security and lower storage costs.

Storage space

There are several costs linked with maintaining your company documents and records. Among the obvious advantages of implementing a records management solution is a decrease in costs. Not just by lowering the risk of financial penalties for non-compliance, but also by decreasing the expense of storage space (both digital and physical) and the cost to maintain them.

Legal compliance

There are many state and federal based regulations and laws that govern recordkeeping in both private and public organisations. Understanding all of the varying requirements and adhering to them is not an easy task. A correctly implemented records management program and an efficient records management system will assist in preventing non-compliance, inability to respond to legal proceedings, investigations, costly financial penalties or the dreaded PR ‘black eye’.

Information security

The value and significance of business records are often underestimated until they are lost, stolen or accidentally leaked. The cause of this can range from accidental human error, to negligence, hacking or natural disaster. A well planned records management and information governance program can assist with protecting your organisation’s information.

Whether your business chooses to use onsite or offsite storage methods, the need for conversion of paper-based documents into electronic format, alongside regular backups of all digital based documents will lead to an increase in information security and legal compliance.

Features of record management system

A record management system is one of the best software investments a business can make. A modern records management system provides a comprehensive and integrated management of records to more effectively manage organisational information.

RecordPoint is one of the best solutions for consolidation content from Box, Office 365, Dropbox, SharePoint, Microsoft Exchange, OneDrive, network drive and many more.  Some of RecordPoint’s robust features include:

  • Complete scalability irrespective of the location of content
  • Developed to meet local and global compliance standards
  • Automated rules that lower manual tasks
  • Consolidation of records
  • Management of physical, hybrid and electronic records in a single interface

Conclusion

A record management framework and records management system is a must for every business. It will assist organizations in lessening the complexity of document keeping, standardizing technology platforms, enhancing information security and legislative compliance.

 

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