Document & Records Management Archives | Page 33 of 33

Electronic Records Management 101: How to Reduce Risk and Restore Control

Physical records management isn’t practical for organizations with limited storage space or a wide variety of information formats.

Yet after working with numerous clients, especially government organizations, that want to move from paper archives to electronic formats or maintain a hybrid of both, I know the transition brings its own set of questions and business needs.

Any records manager worth her salt asks: How do we recreate years of records? How do we maintain control once records are living in a new software system? How do we show regulators that we’re still compliant? How do we get everyone on board with retrieving documents in a software system instead of a file cabinet?

In these video clips, I’ve covered five things to consider when you’re tackling big-picture questions about your organization’s records.

Why Electronic Records Management (ERM)?

Managing records in an electronic format is the most secure way to ensure that every document in your archive is maintained in both a compliant and easily retrieved format (just ask anyone who has had to pull paper records during an audit or discovery for a lawsuit).

This short video clip includes additional reasons that organizations have chosen an electronic format.

Webinar Clip: Why Electronic Records Management (ERM)?

What is ERM Technology?

ERM technology is different from imaging or document management systems that specialize in paper capture and document management. ERM technology goes a step further by automatically enforcing consistent, organization-wide records policies and having controls in place that protect records from loss and tampering.

Webinar Clip: What is ERM Technology?

Baseline Functionality of ERM Software

When moving to a digital format, it’s especially important to not only maintain but improve control of your records at every stage of the record life cycle. An ERM system should offer multiple ways to track every single interaction with a record from the moment it is created to the day it’s destroyed.

This video clip outlines the five features that are the mark of a fully controlled electronic records management system.

Webinar Clip: Baseline Functionality of ERM Software

Transparent Records Management

It’s common—and not incorrect—to create a record system structured entirely on retention schedules. However, those repositories can be difficult to navigate when someone wants to reference, say, a case file from ten years ago and doesn’t know that document’s exact creation or destruction date.

Transparent records management, a unique feature to Laserfiche’s records management system, enables general users to create a record layout of their choice without interfering with the overall records management structure.

This clip shows you how it works.

Webinar Clip: Transparent Records Management

Take the next step to implement electronic records management within your organization and get your copy of “The Ultimate Guide to Records Management” eBook.

14 Acronyms You Need to Know Before Researching ECM

Enterprise content management (ECM) companies love their acronyms, especially in online conversations (perhaps because they eat up less characters when drafting tweets). While these acronyms can succinctly express technology and industry-specific concepts, they may also intimidate the uninformed.

To help ECM newcomers make sense of all this jargon, here’s a quick guide to 14 ECM-related acronyms you’re sure to encounter.

Industry

Before we dive into this industry of information management, what does the industry call itself? It’s important to note that some terms are fitting for specific solutions, while others can be labeled as all of the above.

CMS: Content Management System

This term seems like it could refer to anything from closet organization to email filtering. It actually refers to applications that allow users to store, edit, search for and control content, especially (but not exclusively) web content. CMSs range widely in functionality and application—ECM is one of the more feature-rich and powerful examples of a CMS.

ECM: Electronic Content Management & Enterprise Content Management

“Enterprise” ECM and “electronic” ECM are both established abbreviations in the industry. However, enterprise content management refers to solutions for enterprise organizations while electronic content management is a broader term that can include consumer products.

Enterprise content management is an umbrella term that encompasses nearly every other acronym on this list. Go here to learn the basics of ECM.

DMS: Document Management System

DMS refers to the management of physical and/or digital documents. Most companies in the ECM industry, including Laserfiche, came into being by developing document management software. Today, DMS is considered a subset of ECM, as organizations have to manage far more data formats than text documents alone.

Check out our complete guide to document management here.

EDMS: Electronic Document Management System

While DMS can refer to both physical and digital documents, EDMS implies—you guessed it—only digital documents. Well, that was an easy one. Moving on!

DI: Document Imaging

DI is the process of turning a paper document into a digital document. DI tools come in many forms, from printers to scanners to the camera on your smartphone. Any technology that can digitize a paper document can be considered a document imaging tool.

Here’s how documents can be captured and stored in Laserfiche.

CSP: Content Services Platform

While this is still a newcomer in the field, it’s important to note. This term came about with a re-categorization of ECM, initiated by research firm Gartner. Learn more about this change here.

Processes

In the ECM industry, processes make the work go ‘round.

BPA: Business Process Automation

As it relates to ECM, business process automation is a powerful feature that reduces the time and resources required to move documents from A to B. For example, instead of dragging electronic documents into different folders and emailing them to coworkers, employees can use BPA software to handle these tasks automatically.

BPM: Business Process Management

BPM is a strategic approach that concentrates on reshaping an organization’s existing business processes to achieve optimal efficiency and productivity. It encompasses, but does not necessarily indicate, the automation of business processes.

RPA: Robotic Process Automation

Cousin to BPA and BPM, though distinctive in its use of AI. Robotic Process Automation is a software technology that enables employees to better focus on high priority tasks by pushing routine, monotonous tasks to software “robots” to complete.

TCM: Transactional Content Management

This term is easy to confuse with BPM as it also refers to organizing, automating and tracking content. However, TCM refers specifically to transactional content such as invoices, receipts and contracts. This focus on transactional content means invoices get paid on time and business vendors stay happy.

Records

ECM handles both live and archived documents. Understanding the terms used to describe digital versus paper will make it easier to research solutions, if you’re planning a Digital Transformation.

RM: Records Management

Many documents used and produced by businesses eventually become records. Some have to be destroyed after five years, some after ten—and others are kept indefinitely. RM establishes rules and practices for maintaining diverse types of records in accordance with internal policies and legal mandates. Basically, RM helps organizations stay out of trouble.

Get a quick overview of RM here.

ERM: Electronic Records Management

Because records management can be as low-tech as boxes of paper in a storage closet, ERM has emerged as a distinct industry term. ERM systems greatly improve the management of records through features such as retention and disposition scheduling and activity monitoring.

Learn more about the benefits of ERM in this guide.

Business Continuity

ECM aims to protect information on good days and bad days.

DRP: Disaster Recovery Plan

IT departments use DRPs to plan for system and infrastructure failures. The goal of a DRP is to recover from a disaster—man-made or natural—as quickly as possible and with as little data loss as possible.

An ECM system plays a vital role in disaster recovery by keeping company information in electronic repositories rather than flammable, flood-able file cabinets.

BCP: Business Continuity Plan

BCP is the more comprehensive version of DRP. Rather than focusing on systems failures, business continuity aims to minimize interruptions and downtime across the entire organization in the event of a disaster.

With ECM, organizations can back up and recover documents and records because information is digitally stored off-site. Data remains safe from harm and, with the ability to remotely access information, employees can keep working even if they can’t access the company building.

Further Your Research: Check Out Our Reviews!

Want to dive deeper into your research on ECM? Explore our reviews to learn why Laserfiche leads in the industry.

What Exactly Is Records Management?

What is a record?

A record is “information created, received and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business”, according to the International Organization for Standardization (ISO).

This quote brings up an important distinction. While records are often considered synonymous with documents, they include one important characteristic that makes them unique: records, whether physical or digital, include evidence of a particular business activity, requiring them to be stored and retained over an extended period.

What types of records are there?

Records include any tangible object or digital information which have value to the organization.

Common types of records are:

Documents created in the course of business (correspondence, agreements, studies).
Items that require organizational action (FOIA requests, controlled correspondence).
Documented organizational activities and actions (calendars, meeting minutes, project reports).
Items mandated by statute or regulation (administrative records, legal/financial records, dockets).
Items supporting financial obligations or legal claims (contracts, grants, litigation case files).
Items needed to communicate organizational requirements (guidance documents, policies, procedures).
Items posted on social media sites (when required by a specific industry.)

Why is records management important?

The U.S. alone has more than ten federal records management laws and regulations that must be followed when managing government records. In addition, regulatory bodies like the Securities and Exchange Commission (SEC) may outline specific requirements for financial records. There are also laws like the Health Insurance Portability and Accountability Act (HIPAA) that have their own set of rules that apply to specific industries.

How are electronic records maintained?

Storing files on an organization’s shared drive is not enough to meet industry compliance standards. Beyond the legal mandates, a records management strategy is vital to the lifecycle of your organization’s information.

*The record lifecycle encompasses the following phases: the creation, distribution, active storage, inactive storage and retention, disposition and archiving of an organization’s records.*

An organization-wide strategy should govern how information is created, stored, shared, tracked and protected.

This ensures your organization’s information will never be in the wrong hands or the wrong place and can still be accessed by those who need it.

Is your organization compliant with GDPR?

The General Data Protection Regulation, known as GDPR, is a regulation on the processing and movement of personal data, implemented by the EU in 2018. Although GDPR was passed in the EU, its implications are global — any organization keeping or transferring data pertaining to individuals within the EU is subject to this regulation. In addition, other countries and even some individual states in the U.S. have created their own regulations in line with the requirements of GDPR.

Organizations need to remain steadfast in their dedication to proper records management if they want to comply. Reynold Leming, Chair of the Information and Records Management Society, encourages firms to establish an “information pedigree,” which combines a record of information assets held with proper information governance and audit trails of business events. This “information pedigree” then results in a traceable and accountable “ancestral line” for any piece of information your company works with over time. Here’s a few additional considerations for records management that you might not think of right away:

A records request can come from anywhere. Besides routine audits, requests may come from lawyers in a court case, insurers, law enforcement, the public or even the media. Having established best practices for storing and moving records can help make sure your organization’s time, or its reputation, isn’t squandered.
Business processes are a part of records management. Make sure your processes are consistent and can handle any records or personal information in compliance with any industry or government regulations. A process automation platform can help mitigate process inconsistencies and thus bolster your efforts to stay in compliance.
You can keep audit trails of paper documents. Although paper documents are largely a thing of the past in terms of day-to-day processes, records management involves, and in many ways necessitates, looking back in the past. You should maintain digital audit trails and inventories of any paper documents held in archives.
When you exchange data with a third party, make sure they take your compliance needs seriously. Make sure vendors are aware of any necessary records management or data privacy regulations, and that they intend to follow them. Keep a record of any contracts signed with vendors of software, equipment and the like, as well as third parties who process personal data on your behalf. In addition, you’ll want to know their best practices and policies when it comes to records retention and information management.
Maintain records of how you handle information. Policies, best practices and even laws evolve — you need to take note of when changes happen so you can show regulators, the public or whoever else asks, that you followed the rules when handling information.

What are the benefits of an electronic records management system?

Electronic (or digital) records management is the modern standard for how organizations control their information and records.

A quality records management system should provide:

Improved efficiency in the storage, retention and disposition of records and records series.
Detailed reports of which records are eligible for transfer, accession or destruction.
Audit trails to track all system activity and the entire lifecycle of records.
Customizable and flexible capabilities — tailored to the needs of the organization.

A dependable, efficient records management system can help meet these challenges without drastically altering business operations. In the words of Justin Pava, Principal Technical Product Manager at Laserfiche, “The best records management solution is one you don’t need to think about.”

In summary, building a records management strategy should be a top priority for any organization that values efficiency, security and compliance with regulatory recordkeeping requirements.

Customer Spotlight: City of Ithaca/Tompkins County

Learn how one county in New York reduced the time to furnish records in response to FOIA requests by more than half.

Browse customer reviews of Laserfiche on G2

Get insights from real customers on why Laserfiche is a top choice for organizations looking to encourage better recordkeeping.

Tech Tip: How to Use URL Parameters to Pre-Fill Form Fields

Often a will contain several generic fields that many respondents will answer in the same way. Rather than making users fill in these fields, which can be repetitive and time consuming, organizations can pre-populate them with the correct information so that, when users open the form, these fields will already be filled in. To do so, organizations will need the form’s URL and the variable names associated with the fields they want to fill in.

Filling in the fields of an electronic form can be repetitive and time-consuming. Rather than making users fill in those fields, organizations can pre-populate the generic form with the correct information that multiple respondents will answer in the same way.

This can all be done by linking to a specialized URL that includes all the information you want pre-filled in the form when users click it.

For example, let’s say you were emailing an event singup form to clients, and your email lists were already sorted by region. For the emails going to California, you could change the link from:

www.website.com/signupform

To:

www.website.com/signupform/?State=CA

To dig a little deeper, let’s take a quick look at the basic structure of these specialized URLs:

baseURL?variable1=value

All you need to do is replace baseURL with the form’s current URL, variable1 with the variable associated with the field to be filled in and value with the appropriate field value.

To fill in multiple fields, insert the ampersand symbol (&) before any additional variables:

baseURL?variable1=value&variable2=value

In the example below, on a purchase order form that is only available to Laserfiche employees, the Company field was pre-populated using the following URL:

baseURL?Company=Laserfiche.

Browser window with pre-filled URL in address bar.

Note that these URLs can also be generated using a digital workflow.
Pre-populating form fields can both reduce errors and save time for whoever is filling it out, increasing efficiency of staff and satisfaction among customers.

Customer Spotlight: Mitsui Sumitomo Insurance Group

Discover how Mitsui Sumitomo Insurance Group wanted to deliver a more seamless experience for its staff and customers. Learn how online forms and other technologies helped the firm reach its goals.

Continue Your Journey

Compare top enterprise content management (ECM) vendors on G2

Digital forms can be powerful, but can be utilized even more effectively in conjunction with other ECM features and tools. Check out the G2 Grid® for Enterprise Content Management (ECM) and compare top vendors on the market.

G2 Grid® for Enterprise Content Management (ECM) Systems

Get more out of forms within Laserfiche

For those eager to learn how forms within Laserfiche can be made even more effective, be sure to check out these enhancements available on the Laserfiche Solution Marketplace!

See Laserfiche in action

Want to further explore how Laserfiche can help your organization achieve its goals? Schedule a consultation today.

Records Management Makeover, Kentucky Style

Kathy Jenisch, Records Manager for Kentucky Sanitation District No. 1 (SD1), had quite a messy document management problem to clean up.

Her organization, the second-largest public sewer utility in Kentucky, had been fined $40,000 for failing to produce just eight pieces of email — and that didn’t include the operational expense of paying several employees to spend six hours a day for three weeks searching for documents they couldn’t find.

Then she discovered that the organization’s offsite storage facility was allowing records to get moldy or rodent-infested — leading to the destruction of almost six tons of documents.

On top of that, she had to comply with a new state government transparency law that required her to create a website that displayed records about the organization’s financial expenditures as well as its annual budget and annual audit. The records needed to be searchable, updated monthly, and maintained on the web site for at least three years.

The solution to all these problems was obvious. Digitize SD1’s records.

That’s not to say it was a simple process. SD1 did it on a project by project basis.

One such project involved 27 tubs of documents. Jenisch spent $20,000 hiring a digitizing service to prepare and scan the documents. The job was completed in five weeks, as opposed to the years the department estimated it would have taken to do on its own, she says.

Having records digitized paid off when SD1 had to respond to requests for documents associated with a state audit. Instead of pulling HR file folders from archive and hand searching for the documents, the search took only a matter of minutes. SD1 was also able to summon up historical documents dating back to the creation of the organization, board meeting minutes, policies and procedures, travel expenses, board and staff contact information, and budgets. SD1 could search and copy everything to a CD in about an hour. Without digitized documents, it would have taken days to comply with the audit request. SD1 passed its state audit with compliments to its record keeping, and aced its local annual financial audit as well.

Jenisch has advice for other organizations contemplating a similar move. “Just start somewhere,” she says. “Pick a project and get started. You can’t mess it up, it can always be changed or revised.”