A staggering amount of paper is utilized every day all around the world. And much of that paper started as an electronic file. People might print copies conveniently, but the original digital file is usually still on a computer somewhere. When it comes to paperwork, the same rules apply. There are several physical papers, but most of them are digital in origin. Your company should be working to preserve as many of its records as feasible electronically. While it may be challenging to go through your older papers, you must handle newer papers as electronic records in an electronic automated records management system. This approach allows you to do more and frees up your records managers.
What is electronic records management?
Electronic records management (ERM) is maintaining electronic files and documents as records. ERM focuses on electronic records, as opposed to the physical records often focused on by traditional records management. By digitizing your records, you are freeing up space previously used to store mountains of paper and making accessing the information you need easier. This software can improve your business operations efficiency through automation, accurate auditing, and reliable records management.
Why is it necessary to implement ERM?
ERM is essential for any digital transformation strategy or information governance effort. Many organizations fear ERM efforts because they have a track record of adding risk and cost to projects. However, the fact is that when you combine ERM with other information management initiatives, you may realize significant benefits for your organization. Capture document metadata automatically when you handle documents electronically. This data may be used to identify and retrieve records. Additionally, your records managers can put tighter restrictions on the files, and eliminating duplicates is a straightforward maintenance process.
Digital records management allows you to track what has been recorded, how it is changing, and who has access to it. You can save time when you use it to keep track of your eDiscovery requests so that you may more quickly find everything that is relevant. You may also ensure that any requested document that has passed its records retention schedule is genuinely destroyed.
Moreover, Electronic automated records management system allows you to adhere to and quickly demonstrate compliance with internal regulations and external requirements, so your organization can focus on carrying out its mission.
What capabilities should a modern electronic records management system have?
ERM systems have been a staple in the business world since the late 1990s. They were initially designed to integrate with leading document management systems and continue to do so today. As electronic records became more common, document management solutions began to include standard features like file plans, automated disposition of records and integration with archiving software.
However, if systems merely copy physical records management practices to a digital world, they forgo many advantages electronic information offers. As a result, today’s ERM systems recognize that your digital files will not be produced in or kept in the same place; instead, they must be able to manage and ingest records automatically from numerous sources (for example, SharePoint, file stores, and email). Finally, these documents must be readily accessible, regardless of their professional situation.
ERM systems not only manage records but also provide the tools necessary to keep track of records in real time. Records are snapshots that give information about what is happening in the organization and how it affects business processes.
Two additional essential features of a current ERM system are auto-classification and records federation. Both aid individuals in focusing on their job rather than the records management that goes on around them.
- Auto-classification is required for accuracy and completeness. Even the most conscientious individuals can make errors when recording facts. Records managers have likely been told the false statement that someone will declare some items as records after lunch. In reality, other people will probably skip the task altogether. Automating the declaration of records relieves your workers of stress and ensures that records are properly recorded and maintained.
- You may use records management software to organize your electronic files. Traditionally, ERMs have gathered all electronic documents and stored them in a central location. As a result, when individuals needed to discover, access, and utilize the information that had previously been declared a record, they ran into challenges. ERM solutions that include Federation can contact other systems, identify records, and place them under proper management and retention rules without impacting business processes negatively.
What factors do you consider while selecting an ERM system?
When deciding on an ERM system for your company, you must consider how much risk exposure your organization currently has and the level of sophistication of your information management systems. These two factors are closely linked but will inform your decision-making process from different perspectives.
Look at how records are presently managed when assessing risk. Are they already entered into a management system? Even if your electronic information isn’t perfectly organized, it’s an excellent start to have it in an information management application. Would you be able to discover your records if something occurred and you needed access? If they’re stored on people’s network drives and shared via email, that’s a high-risk situation.
Let’s begin with the current information management infrastructure’s maturity level. A variety of technologies are often used by companies to store data. It’s only natural for different organizational departments to use information differently and require systems that support their respective processes. Mature organizations understand this and ensure that the technologies in use are known and compatible with the overall architecture. Organizations who haven’t developed their information management infrastructure much past email and financial tools are in the dark about what else is out there.
Looking at these two criteria, you can see whether your company requires a system that may also be used as a records depository. On the other side, you may need an ERM that manages policies and applies controls to records where they currently exist. It will make a significant difference in selecting the appropriate ERM if you know where you are and where you want to go.
The genuine debate isn’t whether your company needs an Electronic Records Management System; the question is what kind of mechanism you’ll require and how much effort will be required to strengthen your digital procedures. Having digital and defined processes is always a significant first step when integrating ERMs into your business.
Remember, implementing an Electronic automated records management system is more than simply archiving your paperwork. It is the last step in controlling your digital domain and bringing your digital procedures under control. To improve, your organization must keep track of performance data and progress. You can only make sound decisions for the future by first understanding exactly how much electronic information you have and where it all comes from.