Get Scalability in Your Records Management Solution Without Compromising Security

March 30, 2017

Enterprise-level management of records and information can be complex due to the increasing compliance demands facing many organizations. Today, it is vital for records and information managers to have an efficient, secure, and scalable solution in place to properly maintain organizations’ information assets.

With physical and digital records to maintain, records managers can face a variety of challenges, such as locating lost records, tracking approvals, calculating retention schedules, and even enforcing workflows.

A browser or web-based records management software application can be an extremely useful tool for eliminating those challenges while simultaneously providing a compliance-driven platform that efficiently decentralizes records management without sacrificing data integrity and security.

Contemporary, well-designed records management software transforms the way teams manage information assets and offers these key advantages:


1. Leveraging technology

With browser-based records management software, available on-premises or in the cloud, organizations can quickly deploy the application across the enterprise instantly – no need for time-intensive installations for each PC.

Coupling this “thin” client architecture with the latest software functionality can revolutionize an organization’s records management processes, automating and simplifying previously time-consuming tasks. Notable features include:

  • Configurable filtering of data by organizational or functional definition
  • A comprehensive audit trail of all end-user activity, reviewable for alert and correction
  • Collaborative, email-based notifications, automating previously labor-intensive workflows
  • Online approval for disposition of records
  • Provision of siloed file-level tracking to interested business units
2. Operational efficiency

The right information in the right hands at the right time optimizes operations and drives productivity. Providing business users with immediate access to relevant records reduces the time spent locating and processing information while streamlining every day workflows.

An enterprise-wide solution also offers a standardized framework – minimizing the user learning curve and reducing errors in record creation, retention scheduling, and disposition approvals.


3. Responsibility shift between records owners, custodians, and management

From a best practice perspective, records owners should be the primary responsible party for the management of records from point of creation throughout its active life cycle; custodians while it is inactive; and management tasked with designing and overseeing the entire process, with special emphasis upon the classification and eventual disposition of the record.

Contemporary records management software solutions offer just that – a common, intuitive interface enabling each player in the records management game to do their part, keeping the responsibility where it should lie.

A well-designed records management software application decentralizes records and information management and creates a more structured, organized environment. With a browser-based software solution, organizations can achieve the scalability of a decentralized system without losing the security and structure of the more traditional ones.

It not only provides a standardized framework that governs how users access, track, and manage records and information but also improves efficiency – something that upper management across all industries strives to achieve.

Investing in a records management software solution can drastically improve your organization’s ability to track and maintain vital information.