As the records and information landscape shifts to an increasingly hybrid environment, managing physical and electronic records together has become a challenge for many organizations. The reality is that organizations are generating (and held responsible for) more information than ever due to the reliability of paper documents and the proliferation of electronic records.
With the increasing amount of records and information organizations are required to manage, it can be difficult to find a single solution that meets all needed requirements. If your organization is faced with managing both physical and electronic records, take advantage of available software integrations that can provide a bridge between electronic and/or physical records management providers. Here are three ways integrations can help:
1. Associate electronic records with their physical record counterpart
An option included in many physical records management (PRM) software solutions is the ability to add multiple digital file types as either stand-alone records or in association with an existing physical record. Various file types are included, such as (DOC, .DOCX, .JPEG, .JPG, .PDF, .XLS, .XLSX, .CPY, .CSV, .LNK, .MSG, .TIF, .TXT, .PNG, .PPT, .GIF, .OFT). Then, when a hard-copy record is requested, it can be scanned and the resulting image, rather than the physical record, delivered.
2. Ensure similar functionality across both platforms
An integration between ECM and physical records management solutions should also provide universal records functionality such as federated searching, global update capability, and shared records retention management, regardless of media type.
3. Get the benefits of both systems
If your organization already has an ECM solution and is looking to procure a PRM system, consider an integration rather than purchasing a separate, disconnected system. Today, physical records management software integrates with various enterprise content management providers, increasing users’ ability to perform actions like searching, requesting, and retention management for both physical and electronic documents.
Optional, add-on integrations can be an efficient, cost-effective way to increase your organization’s ability to manage physical and electronic records without investing in new, stand-alone software solutions.