How a record management system and solutions benefit your company
Records management allows a company to meet legal retention requirements with regard to its corporate documents and records, thereby avoiding fines, jail time, unsuccessful audits and all sorts of other problems, from simple record organization to legal discovery.
It doesn’t matter what industry you’re in. If you’ve got an HR department, then you’ve got records requirements.
So how does an organization adopt a records management solution that fits the business, grows with the business and helps the business succeed? In short, start with what you know.
Testing the records management system waters
Choose a department where retention requirements are already established.
Smart records management solutions are easily configurable. They provide customers with the ability to meet compliance or records retention requirements at a fraction of the time, cost and risk of manual methods.
If retention requirements are not established, work with a single department to define content types and associated retention schedules.
How records management benefits your team
- Employees can focus on work that moves the company forward. Since so much of the records management function is invisible, business users can focus on their primary job, not retention requirements. For example, an HR generalist doesn’t have to remember how long to keep a W-4 form after an employee has been separated. He can focus on finding and retaining talent.
- The records manager can focus on the overall process, not the pieces. She’s not managing individual records or employees, but instead consistently providing visibility and improved records retention enterprise-wide.
- The C-suite benefits because the organization remains compliant. Records are securely organized, appropriately discoverable and then destroyed accordingly, allowing executives to avoid all kinds of organizational headaches.
There’s just something about knowing that records are properly managed that helps everyone sleep better at night.
How a records management solution works
OnBase by Hyland’s records management solution uses pre-defined rules to “fully automate” the process, from record declaration through final disposition.
In other words, documents are automatically declared as records, events and holds are automatically placed on records, and records are automatically destroyed or purged from the system – all as a result of normal user or system activity.
One system is used for both document management and records management – meaning that a single copy of the document is both the transactional content and the business record.