Guest post: 3 Advantages of a Digital System for Records Management

Records management is entering the digital age! Technological developments of televisions and mobile phones are receiving attention worldwide and now, so too are changes in the information management field.

When a company enlists the help of an independent agency that offers digitising services for data management, there are many benefits for that particular company.

What Is Records Management?

Records management is the process of maintaining records from the time of creation through to when they are shredded. Often business records have a retention period for specific amounts of time as per legal and company polices. Companies need to follow legal requirements for retention as well as methods of destruction.

While traditional management practises focus on systems composed of paper documents, many modern companies are using records management systems that combine paper and digital files. These companies enlist services of organisations that specialise in managing information in order to transition to the electronic age. The separate organisations scan documents and secure storage of documents.

Need less Storage Space

A digital system that manages files in electronic format has the benefit of needing less physical storage space than a company that relies on paper files. Piles of paper scan into computers where they save as electronic files. A computer takes up substantially less room than physical paper, allowing offices to use the free space for new equipment or other items. Data can transfer easily to disk or other hardware device.

Fast Access to Records

A records management agency provides a company enlisting their services with an online-hosted archive that contains the scanned documents. The company can then access the digital records at any time through the software.

The records management software includes a large number of search tools that allow users to quickly find digital files and organise them, as the individual company requires. The independent records agency ensures there are strict guidelines for access to the digital data as well as strict access to the sensitive documents while they scan to computer.

Smooth Integration of New Processes

A digital system for records management is able to integrate smoothly into current business practises. The transition occurs smoothly when companies enlist services of the records management agency. Agencies that provide document scanning and digitising services in addition to securing data are optimal for companies to hire. The companies will then not get behind in daily operations due to spending time scanning papers themselves.

The records management agency also archives the documents to ensure security of the private information as well as maintaining control over who has access to the information. The digital system maintains legal requirements of companies to retain documents for a certain time. In addition, the data is accessible by specific users and highly durable in electronic form.

A digital system for records management involves scanning documents rather than or in addition to keeping them in paper form. Many companies use a combination of paper and electronic documents. The digital system has advantages such as freeing up physical storage space and enabling quick access to data within an organised software system. A business can effectively transition to a digital system with the help of an independent information management agency.

Written by:

Nathan Morgan has been an IT professional for 14 years. His work is currently focused on Linux servers. He has encryption experience including the deployment of True Crypt and similar packages, and detailed knowledge of document scanning solutions to transform off-line archives into accessible digital data.