Digitizing records: Every business generates paper, managing them becomes a task, so what’s the easiest way to keep them handy?? scan / digitize them. It is easier said than done, this means that you have to have good professional scanners and a dedicated team converting them depending on your volumes. There are solutions which can ease this. Especially digitizing records with your smartphone, which is more than capable of helping you going paperless.
Applying metadata search tags for discovery: After you digitize the next challenge you face is the discovery of document. If not tagged or named carefully it will be lost in your digital space making it very hard to find. There are solutions based on ArtificiaI Intelligence and Machine Learning to ease this. It becomes a breeze to auto tag / index them making is discoverable exactly when you need them, all this work is done by the application you use. You just have to scan and upload the documents.
Secure storage and access control for digital records: Once your documents are digitized and made discoverable you need to have a safe and secure storage solution to ensure availability and control over your information. If not planned carefully, you could end up loosing information or ending up in the wrong hands.
The aim of going paperless is to keep up with the pace required today for quick solid decisions. This is only possible when you can summon your business information in the quickest possible way. These challenges mentioned are the most common which are addressed today by technologies / solutions which can get you on a paperless platform with single step operations. to know more please reach out to firstname.lastname@example.org
The creation and management of records has always been important – from ancient times to today. The key reasons for keeping records have not changed: accountability, efficient business, protection of rights and entitlements and the ability to reconstruct the past. Now, the rapidly changing digital and online world has simply introduced additional reasons to create, capture and manage records well: the shift to data-driven business, open government initiatives, shared and collaborative services, greater emphasis on corporate responsibility and more. You only need to look at the frequency of information management, access and accountability issues being reported in the news to see that the job of managing records is more important than ever!
In a nutshell, what will implementing the new standard do and for whom?
ISO 15489-1 establishes the core concepts and principles for the design, implementation and management of policy, information systems and processes allowing people, organizations, governments, private enterprises and collaborative coalitions to:
Create and capture records to meet requirements for evidence of business activity
Take appropriate action to protect the authenticity, reliability, integrity and useability of records, as well as their business context, and to identify requirements for their management over time
By taking a principles-based approach, ISO 15489-1 allows for flexibility in implementation while retaining strong direction on what those implementations should be achieving. It sits at the centre of a range of other existing standards and advice on more specific aspects of managing records – from metadata for records to the analysis of work processes – and will be complemented by subsequent Parts to complete this guidance, focusing on appraisal and design of systems for records.
Is its significance restricted to one sector, or does it have broader business and societal relevance?
ISO 15489-1 has very wide relevance. Every part of society makes and keeps records. They underpin corporate activity, the delivery of government or NGO services and personal lives. Not only is the creation and management of records essential to the conduct of current business and affairs, but it will prove crucial into the future, in that without well-managed records there are no archives.
How we make and keep records today can have far-reaching consequences – think about records of our climate, or buildings and other infrastructure that depend on records to be maintained. There is no sector or part of society that cannot afford to pay attention to the making and keeping of records, especially in the age of digital disruption and change that we live in.
As stated by ISO 15489, approaches to the creation, capture, and management of records ensure that authoritative evidence of business is created, captured, managed and made accessible to those who need it, for as long as it is required. This enables the following:
Improved transparency and accountability.
Effective policy formation.
Management of business risks.
Continuity in case of disaster or catastrophe.
The protection of rights and obligations of organizations and individuals.
Protection and support in litigation.
Compliance with legislation and regulations.
Improved ability to demonstrate corporate responsibility, including meeting sustainability goals.
Reduction of costs through greater business efficiency.
Protection of intellectual property.
Evidence-based research and development activities.
The formation of business, personal and cultural identity.
The protection of corporate, personal and collective memory.
RMS (Records Management Solution) – the software you need to manage your records
Planning the information needs of the organization.
Identifying information requiring capture.
Creating, approving and enforcing policies and practices regarding records, including their organization and disposal.
Developing a records storage plan, which includes the short and long-term housing of physical records and digital information.
Identifying, classifying and storing records.
Coordinating access to records internally and outside of the organization, balancing the requirements of business confidentiality, data privacy, and public access.
Identification and maintenance of records for a specified retention period – according to organizational policies, statutory requirements, and other regulations this may involve either their destruction or permanent preservation in an archive.
Designing, implementing and administering specialized systems for managing records (Records Management Solution).
Integrating Records Management into business systems and processes.