9 Principles for Records Management Best Practices

As a busy business owner, we know you want to stay in the loop when it comes to emerging technology and trends as they relate to streamlining your businesses operations. We here at ScanSearch make sure we compile all of the latest news and industry developments in one helpful place to keep up with your demanding schedule.

Our friends over at information & data manager aka idm.net are the authority when it comes to laying out defining principles and today we are going over their recommendations for Records Management Best Practices.

“Records management is rarely smooth sailing – it can often feel like you’re a tiny vessel in the middle of a sea of legislation. Just when you think you’re paddling in the right direction, a wave of legislation sends you reeling. Yet records management compliance needn’t be this difficult. Enterprises make it harder for themselves by treating records management as an afterthought, instead of an intrinsic part of their everyday operations. In this article we’ll discuss the nine rules for records management best practices for implementation in your organization.

1) Prioritise Security and Privacy

One of the first priorities for any business intent on getting its house in order regarding record-keeping, is to ensure strict data security and privacy measures are in place. If security is lax, your data could be vulnerable to a breach. A data leak could have huge monetary repercussions whilst also creating a host of PR problems. It is incumbent upon businesses to safeguard their records and treat client data and information with the security that it deserves.

Without the right security measures in place, cybercriminals can not only access your records but also install malware into your systems which could capture your clientele’s vital data. Responding to security alerts should be considered an integral part of records management best practices. Just recently, the Marriott hotel chain was subject to a data breach that resulted in details of 500 million guests being stolen, which could cost the company $US200 million.

Your electronic document and records management system (eDRMS) should have strong inbuilt security features to keep information secure, with encryption of data in transit through a strong SSL connection.

Accessibility is another key component of security and privacy, which can be broken down into two parts; appropriate user access levels within an organisation and discoverability/usability of information to support business activities. Organisations must ensure that sensitive, private or classified information can only be accessed by specific individuals with appropriate permissions.

Making information easy to find and use not only significantly impacts organisational efficiency, it is also one of the Digital Continuity Principles introduced by the National Archives of Australia to ensure digital information is discoverable, accessible and usable.

Processes and safeguards should also be in place to prevent any unauthorised destruction or deletion of registered physical and digital records as well as their associated metadata. Using an electronic document and records management system (eDRMS) will assist in recording, tracking and monitoring records.”

 

Want to read more? Head over to idm.net and check out Raelene Bennett’s expansive article that covers the rest of the principles you need to know in order to best handle your records management procedures.

Learn More

Document Management System Market to See Revolutionary Growth | OpenText, Xerox, IBM

AMA Research recently released research coverage on Global Document Management System Market that evaluates and provides market size, trend, and estimation to 2026. The Document Management System market study provides ready-to-access and self-analyzed study with significant research data proves to be a useful document for managers, industry consultants and key executives to better understand market trends, growth drivers, opportunities and upcoming challenges and competitors development activities.

Key Players in This Report Include:

OpenText Corporation (Canada), Xerox Corporation (United States), IBM Corporation (United States), eFileCabinet Inc. (United States), SpringCM (United States), Oracle Corporation (United States), Hyland Software Inc. (United States), Ricoh Company Ltd. (Japan), Asite Solutions (United Kingdom), Hyland Software Inc. (United States)

Our friends at the Manoment Current have once again put together a thorough report of the insane growth we are seeing in the Document Management System Market. Influencing trends revolve around the adoption of cloud-based services and cloud computing due to a growing need to streamline business operations and adhering to compliance requirements.

Click here to read the entire report and to see where there are market gaps and opportunities in the future of document management systems.

Learn More

How to Implement an Electronic Filing System

Keeping your documents organized in today’s super-digitized, speedy world can be difficult and time-consuming. Whether you use local storage on your computers or mobile devices, or the increasingly popular cloud storage option, it’s important to implement a computerized filing system that enables your business to create, store, manage, and share documents and other files with ease.

“An electronic filing system makes organizing your files easy by automating many features. Here’s how to implement one in your business.”

Business.com’s Kiely Kuligowski delves into what computerized filing systems are and analyzes the differences between traditional and computerized databases. In this article, we believe there is an extreme difference in benefits that lean towards computerized filing systems so Kiely walks us through how to create these filing systems and through best practices when naming files you are storing. This type of industry news is what you can expect from our blog tab.

Learn More

Big Digital Transformations Come In Small Packages Accorinding to Forbes

What’s the best way to begin any digital transformation journey? Find a project that is achievable within one month, with the resources you have today, and that is of immediate value to the business.

That’s it. That’s your Plan A. Compare that with most digital transformation projects, which can take a year or more, require significant new headcount and resources, and whose value to the organization is an unproven projection. In our experience, keeping it simple and starting small is the best way to begin any digital transformation journey, not least because several teams can start small in parallel.

Alex McWilliam, Brand Contributor for GoogleCloud and Forbes.com has put together a compelling series detailing paths towards digital transformation within your business. Click here to read more and find out the best plan towards executing your streamlined business solutions.

Learn More

Automated Storage and Retrieval System Market Demand Analysis and Opportunity Outlook 2026

Automated Storage and Retrieval System Comprehensive Study by Type (Unit-Load, Mini-Load, Mid Load, Autostore, Carousel, Vertical Lift Module), Application (Small Enterprises, Medium & Large Enterprises), Function Type (Assembly, Distribution, Kitting, Order Picking, Storage, Others), Industry Vertical (Semiconductor & Electronics, E-Commerce, Automotive, Chemicals, Aviation, Food & Beverages, Others) Players and Region – Global Market Outlook to 2026

The Manomet Current has recently reported on the market demand and analysis of automated storage and trivial systems and this is something we feel our customers would find interesting.

 The latest study released on the Global Automated Storage and Retrieval System Market by AMA Research evaluates market size, trend, and forecast to 2026. The Automated Storage and Retrieval System market study covers significant research data and proofs to be a handy resource document for managers, analysts, industry experts and other key people to have ready-to-access and self-analyzed study to help understand market trends, growth drivers, opportunities and upcoming challenges and about the competitors.

Key Players in This Report Include:

Daifuku Co. Ltd (Japan),SSI Schaefer Group (Germany),Murata Machinery (Japan),Dearborn Mid-West Company, LLC (United States),KION (Germany),Egemin Automation, Inc. (Belgium),Knapp AG (Austria),Toyota Industries (Japan),TGW Logistics Group GmbH (Austria),Kardex Group (Switzerland),Swisslog Holding AG (Switzerland),Mecalux SA (Spain),Vanderlande Industries (Netherlands)

 

Click here to read the entire report and analysis! 

Learn More

Management of DOD Records Made Easier

“Records management can be a chore, especially for agencies with billions of active records. However, missing critical information, having conflicting information or not having documents in a digital format is incentive enough to take records management policies seriously. The tangible benefits of transparency, efficiency and accountability are well established and worth the effort.”

Wayne Starrs at DefenseSystems.com is a writer serious about records management compliance. He has written a great commentary on the benefits of selecting the right framework up front to handle your Management of DOD Records and any secure document.

The Department of Defense is serious enough about records management that its program calls for information and intellectual capital to “be managed as national assets” — i.e., with the proper effort and attention to best practices. This is true whether the information is being generated and stored physically or electronically. For records and information management, DOD agencies must consider the full information lifecycle, ensuring strategies in place apply to all information — both current and future — in digital and physical formats.

Click here to read Starrs’ full commentary.

 

Learn More

How to Choose The Right Document Management System

If you are looking to purchase a document management system, this guide includes all the key points you should consider.

 

    • Document management software helps organize your digital records and allow teams to make edits on the fly.
    • User permissions allow certain users to view or edit documents based on their role in your organization.
  • Document management software comes in on-premises and cloud-based systems; you can choose whichever implementation works for your business.

 

 

Adam Uzialko at businessnewsdaily.com has put together a comprehensive guide on what to keep in mind when selecting the right document management for you. If you are interested in the pros and cons of cloud-based document systems, this article details the pros and cons of this system and compares them to on premises document management.

Click here to read the article by businessnewsdaily.com and make sure to check out our Industry News tab to learn more about document management systems.

Learn More

How to Establish a Records Storage System

“Establishing a records storage system requires a thorough review of your current company practices and a workable plan. Whether you are setting up a paperless, electronic system or creating a system using paper records, you use the same process. This involves applying logical organizing principles. Proper divisions, or categories, are the key to an efficient, effective system.”

Creating a records storage system can be a daunting task. Roy Sylvan over at Chron is a Product Plan and Small Business author who sets up a sure fire system on setting up a records storage system in the most effective way possible for your business, no matter the size. Read more to see the vital four steps necessary to take while setting up a records management system.

Learn More

5 Major Factors for Effective Document Storage

“There are five key factors that play a critical role in how successfully your firm handles document archiving. Each one of these five factors is paramount to your long-term success, efficiency and effectiveness.”

Writers at Accounting Today have compiled the top five factors for successful document storage and we just had to share with our ScanSearch community. Effective document storage is important to you and your business and that makes it important to us. We enjoy bringing you the latest news when it comes to managing your files safely. Click here to read the entire article by Accounting Today and see how you can keep up on best practices for your organization.

Learn More

Why Small Businesses Require Digitized Documents

Learn about the benefits of digitizing your documents and how to do it.

As your business progresses from a startup to an established business, the volume of paper documents grows exponentially, and that stockpiled paperwork wastes space and is difficult to manage. One solution is to digitize everything; you can use digital conversion techniques to convert all of your business’s paper documents to electronic versions that are stored either on your own server or in the cloud. This allows you to manage documents more efficiently, without losing critical documents, thereby avoiding damage to your business’s credibility.

What is document scanning?

Document scanning, also called document imaging, is the process of capturing digital images of paper documents. The images of the physical documents are then transformed into a digital format using OCR conversion software. OCR, or optical character recognition, scans document images and turns them into text documents. This intelligent conversion allows documents to be searched with relevant keywords.

 

Emily Watson, member at business.com provides great insight into the importance for digital document assets and management for small businesses. Looking for the right system to handle your document management can be difficult so let industry experts help guide your decision making.

Learn More