FileStore Records Management

What is FileStore Records Management?

Many organisations have sadly put the issue of records management to one side thinking that to preserving everything is enough. This can lead to document storage problems and a breaches of legal data compliance laws.

FileStore Records Management can help you organise your records efficiently saving you time and money. In addition it can greatly aid compliance and reduce subsequent audit costs.

What does FileStore Records Management do?

Records which are added to FileStore automatically have additional metadata fields added, which hold information necessary for compliance with the recent ISO15489 standard for records management.

Application areas (and retention legislation which affects them) which may benefit from records management:

  • HR file management (Data Protection Act)
  • Company records (Companies House)
  • Accounts departments (HM Customs & IR)
  • Bank information (FSA and 'Anti-money laundering')
  • US quoted companies (Sarbanes Oxley)
  • Local government (Freedom of Information Act)

Records Management and compliance

The Data Protection Act, Sarbanes Oxley and Freedom of Information Acts have all been major drivers in this area in focusing senior executives attention increasingly on the issues of records management. What was previously just an administrative overhead has now become a compliance necessity.

Some examples of document records which legally MUST be managed include:

  • Financial records
  • Personnel records
  • Medical records
  • Public notices
  • Test certificates
  • Insurance records

DCS also offer consultancy services to help companies develop their own procedures with a view to compliance with ISO15489 and we can also carry out external independent audits, once the procedures are in place, to certify compliance.

DCS also produce a legal admissibility compliance module which aids compliance with BS BIP0008 which is generally implemented in conjunction with the records management module. Information on this is covered in a separate brochure.

Benefits and features

  • Aids corporate compliance with ISO15489
  • Reduces risk of prosecution under Data Protection Act legislation
  • Reduces costs of storing obsolete information
  • Matched consultancy services make implementation of procedures quick and simple

Find out more about Records Management

For more information about Records Management or any of our other FileStore modules please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Business solutions

Business Process Management Document Management HR Solutions Business Compliance Fax Business Outsource  business scanning software Document Scanning

FileStore EDM

Over £250,000 per annum savings

"DCS now handle over 50,000 mail items per day from our EMEA region offices and scan, classify and route them via our SharePoint system direct to the relevant staff who process them. This alone has saved us over £250,000 per annum in back office admin costs.."

Fast turnaround

"DCS scanned all 3,000 of our employee files and uploaded them to their FileStore HR solution in only 2 weeks."

Document captureKofax Capture
Capture the usable data from bills of landing, proof of delivery, goods received notes, invoices or credit notes for immediate access on your systems.

Filestore EDMFileStore EDM
Centrally store all documents - BOL, POD, GRN, sales, purchasing or vehicle documents and retrieve them in seconds with secure, browser-based access from any location.

FileStore BPMFileStore BPM
Automate back office operations like HR, accounts payable and order tracking processes by simply defining the workflow in a visio based tool and monitoring progress through dashboards.

 document managementDocument management
Centrally manage all sales, purchasing documents, proof of delivery and shipment orders with secure shared access for regional or international offices.

invoice managementInvoice management
Manage large volume of invoices and payments online by matching or reconciliation of invoice information with purchase orders, good received or proof of delivery notes. 

sales processingSales order processing
Speed up your order processing function, track orders more effectively and deliver more responsive customer service.

business automationBusiness Process Automation
Automate routing of enquiries, sales order and other documents through monitored workflows with easy integration into ERP, CRM and line of business systems.

case managementCase management
Securely record all transactions and communications with each client, partner or customer in quickly accessed case files allowing you to resolve day-to-day issues with minimum delay.

complianceGovernance, risk management and compliance
Storing paper POD’s and invoices for 6 years to meet legal and compliance regulations could cost you a lot in storage space and manual effort required in retrieving information.

Contact DCS

Find out more about DCS solutions and services

For more information about DCS and our information management solutions and services please call us on 01753 616720 or complete our contact form for a fast, tailored response.

Our Clients

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Data Capture Solutions LTD, 345 Edinburgh Avenue, Slough, Berkshire, SL1 4TU. UK
Tel: 01753 616720 | Fax: 01753 616721
Company Registration No: 03186665. VAT 62757610