Records Management is one of the key modules of RicohDocs, which is an advanced office automation tool. This helps capture, store and identify business records, based on the record management policies of a company. In this way it helps minimize the risks.
RicohDocs helps enforce the document retention and the business records management policies according to the specific needs of a company. With the advanced module called, records management, you can manage files, documents and email messages according to the defined records management policies.
With the help of records management module, you can access the physical location of a document.
If you have to keep the physical copies of certain documents, you can keep a track of all those with the help of a module like records management.
The hard copies of all those records are saved in physical location, and with the help of records management, the users can access these information with ease.
Records management is considered as one of the most effective modules that help improve the usability of RicohDocs, a state of the art office automation platform.
With the help of this module, the administrator can keep a track of all the details of a file.
It can be traced when the file is accessed, who has accessed it and how many times a particular document has been accessed.
Detailed reports for all the records are thoroughly mentioned in the module so that the administrator can access it whenever required.
RicohDocs helps automate all the record management procedures and policies. It helps every organization design and follow certain procedures, which, in turn, help secure vital business information and enforce consistent business practices. RicohDocs also helps manage all the emails and email attachments and thus makes it easier for the administrator to control all the documents.
Records management is basically the process of creating, maintaining, using and disposing records in an organized way. This helps achieve a transparent, accountable and efficient governance. The records should be managed following the records management programme of an organization that is governed by a certain policy.
Each and every organization should follow a proper records management system as this proves to be advantageous in a number of ways −
It ensures an orderly and efficient flow of information, which, in turn, enables the organization to run all the functions efficiently and successfully.
A file plan that is perfectly organized enables the businesses to trace the required information with ease. Documents that are filed and stored in the correct order, can be accessed easily. This organized process facilitates accountability, democracy and transparency.
With the help of a records management module, the reliable and authoritative records are created and maintained in a streamlined fashion. All the documents can be kept in a usable, intelligent and accessible fashion so that it can support all the accountability and business requirements of the company.
A disposal or a retention program is an integral part of a records management program. This enables the organization to maintain only those records that they will need to refer to in future for some specific functional purposes.
A streamlined records management program helps ensure economy and efficiency as it helps eliminate any kind of unnecessary duplication of the records.
A records management policy also ensures that all the controls are exercised as and when needed so that there is no kind of unauthorized access and only people with permission and authorization can access the mission critical data. This helps prevent any kind of damage to the important information and ensures the information is not stolen ever. This ensures complete protection of confidentiality and privacy. This also helps prevent any kind of inappropriate disclosure of information which could harm the business process of the organization. In fact, this might lead to infringement of the privacy rights of the individuals.
Records management policies play an extremely important role in the smooth work process of the government organization. There are many reasons why a records management program is considered to be an integral part of the business functions of government organizations.
Records are considered as most important resource and this is why these are utilized cost effectively and completely in order to understand the business objectives.
Records management is also considered as a business process that is designed with the objective to support the key business goals.
Each of the government organizations maintains as well as creates a culture that helps promote efficient and effective records management. This is important since this helps facilitate timely and efficient decision-making.
One of the major reasons why office automation software with records management module have grown so popular is because these software enable the users to manage electronic records in an organized way. In the present scenario, each and every organization has to handle thousands of paper documents and it's not at all an easy job to keep a track of all these documents. Moreover, it's an expensive affair to keep physical documents as you not only have to maintain all the files individually, but also have to rent a storage space and hire a professional to keep an eye on those. An advanced software with a document management module helps scan all the documents and keep all those in a central repository.
There are multiple aspects of records management that are handled by a software. Let's take a look at those −
It helps manage e-mails and websites as records.
A software helps manage a functional subject file plan, based on the information which records are already filed.
A record management software helps maintain the relationship between the files and the records and also between the file plan and the file series.
A software helps identify the records that are to be disposed. It also helps manage the disposal process.
An office automation software that has been designed with a module of record management module, associates the structural and contextual data within a document and helps run the business processes smoothly.