The traditional approach to information management in the office has changed drastically from the days of old. According to Computerworld, effective records management used to mean knowing how the filing cabinet was organized and keeping it that way. Today, however, a record can be anything from a spreadsheet to a text file, and keeping all of this data organized, let alone secure, can be a struggle.
Effective document management now is very different than it was in the past, and as such businesses need a different approach. Compliance regulations, security and disaster recovery are all important aspects of a modern DM solution, and businesses will need to ensure that their solutions cover every aspect of information retrieval, storage and usage.
According to the news source, one of the largest problems businesses today face when it comes to digital information is in compliance with storage and destruction rules. When a file that has been created, backed up, put in the cloud and otherwise disseminated on a digital level needs to be destroyed for security reasons, can an organization be absolutely sure that the file is gone? With the right solution, it can be.
With complete control over business processes, a company can ensure that it has done away with its obsolete records management system and moved into the future in a way that keeps information organized, and more importantly, locatable. This removes the risk that sensitive files will still be floating around the internet years after they should have been deleted, but keeps them accessible to the right parties when that information needs to be made available.
Electronic records are an extremely useful tool – they just have to managed properly in order to achieve the productivity, cost and security benefits that they can provide.
Brought to you by Image One Corporation, providing complete information governance since 1994.