Do You Know Where Your Records Are? Are They Safe?

Just recently I attended a thought provoking round table discussion involving records management. I, being directly immersed in enterprise content management, have bypassed the times when people stored physical records in an outside storage facility or in cabinets upon filing cabinets solely for records. Oh wait, that still exists!

One topic of discussion was what to do during a disaster. What do you do to save all the paper records when there is a flood or a fire? The various answers ranged from putting them in a trash bag if it involved flooding or putting your records in a freezer if there is a fire. These do seem like practical solutions but I’m not sure how efficient this would be when you are racing against a fire or flood and there are thousands upon thousands of papers that need to be saved for a million dollar corporation.

I do understand the physical storage of paper and it is a practice that has been around forever, but now there are alternative solutions that will not only bring a great return on investment but also you do not have to stress about these “what if” situations. The solution is going paperless with Enterprise Content Management.

Did you know:

  • The cost to manage a 4 drawer filing cabinet costs $25,000 on average. (futurelawoffice.com)
  • It costs $20 to file a document
  • It costs $120 to search for a misfiled document
  • 7.5% of all documents get lost and 3% of the remainder get misfiled (Inc. Magazine)
  • Companies misfile up to 20% of their records (ARMA International)

If you implement an Enterprise Content Management system, these systems are designed to capture, manage, store, deliver and preserve structured and unstructured content.
If you are worried about who will have access to these records and documents, ECM is the answer. You can create restrictions so only certain people are allowed to access certain content.
If you are worried about the retention schedule of your records, ECM is the answer. ECM enables automation of records management so after the 5 year retention period comes up you will get a notification to dispose those records.
If you are worried about your files getting ruined from water or fire, ECM is the answer because you no longer  have to worry about maintaining physical copies.
And an ECM system can allow you to access your information from remote locations with multiple people accessing that info at the same time.

The possibilities are endless!

If you think Enterprise Content Management and going paperless sounds like the ideal solution then you are right. So come and explore the possibilities and capabilities of the various ECM technologies at our Nexus ’11 ECM Solutions Conference in Bellevue, Washington and we will help you get on the right track.

Tracy Lim
Communications Manager
ImageSource, Inc.

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