How safe are your digital documents?

Central New Mexico Community College and Columbia College were featured in University Business magazine discussing their records management strategies. The article highlights how the two schools manage their records and meet compliance regulations using OnBase. 

Around 4,000 boxes of paper records fill the shelves in Central New Mexico Community College’s storage area. And many of these boxes—those containing employee personnel files, for example—must remain in storage for up to 55 years before they can be destroyed. It’s a big reason why CNMCC has embraced electronic records management, says Rebecca Turner, records and property control manager for the Albuquerque college.

Digitized documents and records are far more secure than paper that can be lost, damaged or misfiled—or fall into the wrong hands. Electronic systems enable users to grant or restrict access, set document retention alerts, create audit trails and easily retrieve documents. The systems make it easier to comply with regulations regarding security, access and retention as well as to meet audit or legal discovery requests.

Alisa Buck says her team at Columbia College will speak with every department at Columbia that wants to implement the OnBase solution to ensure they know their retention needs. Before purging documents, some departments do a “human review” and destroy them manually. Columbia has made retention compliance easier by clearly identifying the document, the department that owns it, its purpose and related keywords. This allows administrators to determine quickly which regulations have to be met. 

Read: How safe are your digital documents?

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