Key Reasons to Upgrade Your Records Management Software

April 25, 2017

Don't let legacy technology and systems hold you back.

The decision to upgrade legacy records management software can seem daunting, especially with major considerations such as budget, business continuity, and end-user adoption. However, it’s important to evaluate to what extent your legacy system is adversely affecting process efficiencies.

Here are some key reasons to consider upgrading your records management software:

1. New features and business-critical integrations

Modern records & information management software has both feature functionality and integration capabilities that legacy systems lack.

New features include automated workflows for approvals, retention and disposition, in addition to advanced reporting & file tracking abilities. These help records management & information governance professionals manage retention schedules and disposition with confidence, with built-in retention scheduling and email notification alerts for approvals.

Integrations with document management, enterprise content management, and off-site storage providers enable organizations to bring disparate parts of their records management together in one ecosystem. Integrations often yield better productivity since processes can be managed from one application.

It’s important to evaluate the impact of these new features and integrations for your organization’s productivity and compliance. As the RIM & IG profession evolves, so will the need for a dynamic, responsive application.

2. New-user adoption and on-boarding challenges

Using a legacy software product can create challenges for new users and have a negative effect on user adoption rates.

This is especially critical in the records management field, as more long-time RIM professionals begin to retire. This trend will create a gap between long-time professionals and new talent, most of whom will lack familiarity and ‘tribal’ knowledge of legacy systems.

3. Product is no longer supported by vendor

Going forward, it will become increasingly difficult to find qualified technical support for a legacy system that’s no longer supported.

Without a supported product, your organization will be missing critical items such as software and security updates, performance updates, and deepened or new integrations with relevant providers.

4. Scalability and technology needs

New (or newer versions of) records management software can be built on an architecture that meets your organization’s platform, scalability, and technology needs. With cloud or on-premises deployment options, a browser-based application, and multiple licenses & user permissions, modern systems are easier to scale to any size and business need.

When legacy systems reach end-of-life status, there’s a possibility that the application will not operate on newer infrastructure or platforms. This can create unnecessary incompatibility issues and cause significant inefficiencies.

Before making an upgrade decision, remember to ask, ‘does our current records management solution truly satisfy our business needs?’. If not, use the above key points to evaluate the ROI that an efficient, updated system can provide your organization.