Dealing with disciplinary records
What is a records management system?
To answer this question, you need to first understand what it’s not.
Most importantly: it’s not just a document storage solution. Document storage is an important – integral, even – part of the records management process: by making it easier to organise, store, and retrieve key items, it reduces wasted space, increases operational efficiency, and makes it easier to comply with relevant legislation. But it’s not the whole thing: not every document
A records management system – known also as an RMS – is more than just storage. In fact, it’s a completely end-to-end solution that adheres to a strictly defined policy for the creation, storage, and destruction of all hard and digital information assets. It usually involves records management software as well, but it’s not just software or scanning either.
Fundamentally, it should:
- Amass a comprehensive record inventory.
- Identify and enforce records retention periods in accordance with UK data protection law and the EU GDPR.
- Manage the safe and compliant destruction of all documents.
- Establish clearly defined procedures for digital and paper records alike.
- Transfer paper records to a digital format through scanning.
- Maintain a transparent audit trail.
- Keep records safe and intact throughout their lifecycle.
But those are requirements, not benefits. “What is a records management system?” is an important question – but “What is a good records management system?” is a better one.
So, what is a good records management system?
The answer depends largely on your particular requirements: your solutions provider of choice should be able to handle digital and physical records, but beyond that, there’s a lot of variation in terms of specific solutions and services.
Broadly speaking, though, a good records management system should reduce waste, maximise space, and increase the efficiency of your organisation. It should be compliant with existing law, for sure, but it should also be flexible enough to adjust to new rules and standards – and mitigate any risk of legal action whatsoever.
Redundant records (particularly those containing sensitive information) ought to be completely eliminated for reasons of legality and efficiency, and the system should have enough capacity to account for future retention needs: growing businesses, after all, often expand beyond the limits of their allocated space.
Above all, it should make the process of managing records easier. If staff are conducting research, they should be able to get what they need quickly and conveniently. If certain documents must be destroyed, your system should flag them for shredding. If new technologies become available, it should be able to seamlessly integrate them.
Among other things, it should:
- Facilitate easy collection, retrieval, and transport of records – and the secure storage thereof.
- If necessary, allow dead file storage for records that aren’t needed on a regular or semi-regular basis.
- Protect hard copy files from fire and flooding – using locked data rooms for especially sensitive records – and protect digital records from hacking and other forms of theft.
- Be capable of scanning digital files.
- Identify paper records that require secure shredding.
And above all, the provider of your records management system should be available to you for strategic advice and consultation. If they can serve the needs you’ve identified, identify and manage the needs you haven’t identified, and accommodate your requirements as your business expands.Because ultimately, a records management system is there to free up time and resources for you: limiting the energy you expend on administrative work, opening up physical office space, and giving you more space to pursue your commercial and operational priorities.
To discuss records management services, contact Access Records Management’s specialists today.
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