Records Management
What Problems do Companies Typically Face?
All companies generate or receive records. Those records provide evidence of its activities, relationships, rights, obligations and right to operate.
Some records must be kept due to legal, industry or commercial reasons but either way a record will have a set life and after this life it should be
disposed of.
Why not keep all records ? Well many companies do, but this may mean that they are then breaking the law under the Data Protection Act by
keeping personal records/data beyond the period of use for which they were originally created.
It also means that they will waste time in reviewing them and space in storing them. Ultimately, the time you spend in storing and searching for
records may far outweigh the time and costs required to organise and manage them correctly in the first place.
In many legal or compliance cases very heavy awards have been placed on companies which have destroyed records in the belief that if they
are not present then no issues will arise. In fact courts take a dim view of this and it is preferable to adopt procedures to ensure that records
are not destroyed in these circumstances and this can be done as part of the review process.
Ensuring that you can easily record, manage and review this retention lifecycle is a key part of implementing a good records management solution.
How can our solutions and services help you?
Here are some of the improvements you can expect:
- Easier compliance with legal, industry and internal legislation/procedures
- Faster and more proactive records review
- Reduced long term document lifecycle costs
- Reduction in business risk and legal exposure
- Easier compliance with Data Protection Act
- Easy compliance with ISO15489
Our FileStore Records Management Module makes compliance with the International ISO15489 standard much easier as it allows you to map retention schedules, review and disposal processes against different business categories of records. The system will also pro-actively inform you of when different records need to be reviewed.
DCS, who are members of the Records Management Society, can also supply consultancy services by CDIA+ accredited business consultants
to advise you on how best to implement a records management policy. This can also include advice on compliance with ISO15489 as well as ongoing
independant external audits.
Further Information on our Solutions for Records Management
Some of our products and services which our business consultants may recommend include:
- FileStore EDM - A modular web based EDM solution scalable from 1 to thousands of users.
- ISO15489 Compliance Module - An add-on FileStore module covering records management.
- BS BIP0008 Compliance Module - An add-on FileStore module covering legal admissibility.
- Scanning Services - Digital storage of your paper records
- FileStore Online - A contracted web based document management service at a low monthly cost
Contact us now to request further details or arrange a meeting with one of our business consultants
