A couple of decades ago, one would dictate a letter to an assistant, who would then type and file it in a certain manner. As part of the organization’s record management requirements, that person would handle the regular disposition of that document, along with other records.
With the advent of computer technology, more and more people have become directly responsible for creating and filing their own documents. This often leads to inadequate control over the maintenance of records at the institutional level. Fortunately, services like reliable Williams record management can help organizations overcome the challenges and demands of record keeping.
The problems in record management that organizations in this computer age face have taken a complicated turn: While a traditional record management system’s biggest concern is probably the issue of record preservation, an electronic record management system would often see this as a piece of cake. Something as complex as an electronic record management (ERM) system has bigger challenges to deal with.
Issues with integration are expected when migrating to an ERM system, and challenges with integrating ERM and information management systems are perhaps the most commonly encountered. Electronic records come from different sources and in different file formats, such as word processing, database, spreadsheet, e-mail, and website applications. An organization planning to acquire an ERM system must integrate it with these functions. If, for example, your organization uses the Microsoft Outlook email system, then your ERM system must integrate with Microsoft Outlook.
Integration with knowledge management (KM) is yet another challenge in the implementation of an ERM system. ERM and KM are dependent on each other, and a good ERM system increases knowledge and empowers users of that knowledge. Employees become assets of the organization because of the knowledge they possess, and not just the processes that they know. A good amount of that knowledge would be embodied in documents.
An effective ERM system makes the handling of electronic #records much easier for a business organization. And to get the most out of an ERM system, it must be properly integrated with your organization’s other management systems. Services like Williams record management can help in this area. For basic tips on how to develop a strategy for managing your electronic records, visit brown.edu/cis/information_security/protect_your_data/data_recmgt_guide_elecrec.php.
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