Dealing with disciplinary records
For the past 20 years, records management has been in the midst of a digital renaissance – one that shows no signs of slowing down or stopping. Innovations, disruptions, and general improvements have modernised a field that was once synonymous with hard copies and basement storage. Storing physical records is still imperative for compliance and security records, but today, records management means so much more than putting files in boxes.
So, what specifically has changed?
Well, to some extent, it’s not even simply electronic records management – it might be better described as ‘information governance’. Social media, software, and multi-device compatibility have changed the game already. But what’s in store for the near future?
Here are just a few of the major trends in electronic document storage.
Cloud document storage
Cloud storage is increasingly central to the art of electronic document management, and it’s not hard to see why: it facilitates easy access to documents and files, wherever an employee happens to be, allowing staff to be more productive and to work from better resources.
What’s more, you don’t have to be in a restricted network or use a specific computer to edit materials. All you need is a login to digitally manage all documents: reducing the time, money, and hassle involved in searching through and manually processing files.
Cloud document storage is already a central part of the information governance function. Expect it to assume even more prominence in the near future.
Digital archiving
Traditional methods of categorising files and folders are expanding into a more robust electronic document storage format – all thanks to growing capabilities and technological innovation. Google Docs and Microsoft OneDrive/Office 365, for example, make it possible to collaborate in real time with other people on documents and folders stored in the cloud.
They keep previous versions of documents, allowing changes to be referenced in subsequent versions, and they’re designed to be compatible across different devices – making it much easier to edit a document if you’re not in the office, or if you’re working from a tablet.
Digital preservation
Extending the operational lifetime of your records is a legal necessity in many cases: if vital records are inadvertently lost or destroyed, you could face severe penalties. That said, it’s also a smart thing to do in many cases. You shouldn’t lose essential documents because hardware fails or because disaster recovery protocols are insufficient for business continuity.
Digitally preserving data is therefore an increasingly popular records management trend. Avoiding disaster is good for business – don’t lose content that could prove useful later, even if you’re only storing it for historical purposes. Digital preservation can help you keep it for as long as you need it and for as long as is legally required.
Digital auto-categorisation
Finally, digital auto-categorisation can help you sift through data, remove files that are no longer needed, and more – allowing you to apply control and governance on existing business files by identifying and removing revisions and duplicates.
If that doesn’t sound revolutionary, consider how long it takes to complete these tasks manually. Digital auto-categorisation helps you save time and money.
And that’s ultimately the biggest trend of all as far as this year, last year, and any other years to come are concerned. Technology’s utility lies in the things you don’t have to do, rather than the things the technology does in and of itself. The less time you spend on manual processes, the more time you have for strategy, client servicing, or even leisure.
The limits of electronic document management
Electronic document management is not without its flaws: cyber-attacks remain a major issue, pricing can be too prohibitive for smaller organisations, and there’s a real need to store physical copies of key files for compliance purposes.
Physical records management is still an essential consideration, but can certainly be an almighty hassle: a frustrating business of storing, retrieving, and handling files of assorted types and legal requirements. But it doesn’t have to be: with the right storage partners, you can comply with regulations and meet your operational requirements for electronic and physical storage alike.
At Access Records Management, we help you meet your electronic and physical document storage requirements. Contact our specialists to find out more.
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