In today’s highly regulated and scrutinized corporate environment, records management is a critical requirement for organizations in all industries. When evaluating potential records management solutions, organizations should consider a number of important capabilities – capabilities Systemware took into account in creating Records Manager.
Now more than ever, corporations need to be able to count on robust enterprise capture — paper documents and electronic files — as they take an integrated approach to records management. Systemware provides more ways to capture records from a wide range of information types including: paper documents, desktop files, email, print streams, images, XML, PDF, and other objects. Additional capture features include:
- Document scanning with optical character recognition (OCR) and bar code recognition (BCR)
- Separate and distinct pages functionality
- Quality assurance and verification of documents prior to committing content to solution
- Browser-based upload
- Drag & drag to folders
- Monitor Outlook folders
- Direct email capture (Exchange and/or Domino Server)
- Proactively monitors print spools and directories for automatic capture
- Supports application integration, directed capture and bulk load import
- Immediate access to existing content repositories without the need to convert the data
More than 1,300 records managers, archivists, attorneys, IT managers, and CIOs gathered in Chicago this week with 100-plus solution providers for the ARMA International Conference & Expo, the premier event for information management and governance professionals. Judging by the crowds gathered around the Systemware exhibit throughout the show, there is strong interest in solving some extremely vexing records management issues.
Conference attendees participated in 70 education sessions and face-to-face meetings over the three-day event to discuss challenges and best practices, tactics, and emerging technologies in records management. Systemware presented its Records Manager software solution, which manages all kinds of electronic records, including unstructured information, email, images, mainframe generated output as well as paper records, folders, and boxes in one unified system.
ARMA International’s 57th Annual Conference and Expo in is Chicago Sept. 23-25, and will bring together records managers and analysts, IT managers and developers, and others involved in records management.
As usual, the Expo will be filled with vendors offering solutions for enterprise content management, cloud computing, email archive and social media concerns. (Systemware will be in Booth #230.)
As we gather, three overarching issues seem to be top of mind. And while these challenges aren’t new, their staying power is testament to their enormity.
1. The transition to electronic records
Though much attention has been given of late to the vast challenges posed by electronic records, it’s important to remember that the transition from paper-based to electronic recordkeeping that began decades ago may take decades more to complete.
So in a great many cases records management systems are still largely paper-based, and plenty of corporations have vast stores of paper. They also have other assets in microfilm and microfiche.
The big buzz in records management is the challenge brought about by the sheer volume of data records that managers and systems are being asked to manage. Traditional solutions have not been designed, engineered or tested to deal with those kinds of volumes. Some are failing, leading to lost legal cases, regulatory violations, fines and sanctions, as well as costs to redress and fix the situation, which can only be solved by migrating to new, more scalable solutions.
Traditional records management solutions have been accustomed to a few million business records to manage. Now, the explosive growth of retention periods from years to decades, and, most importantly, the inclusion of email, messaging, voicemail, and social media as viable business records, quickly pushes a records management solution from a few million to billions of records. Where are you going to put all those records? [Read more…]
Are we finally turning the page? New research on records management by an industry group shows that the volume of paper records is at last decreasing.
Paper records are declining in 41 percent of organizations and increasing at 31 percent, according to the report from AIIM, which represents the enterprise content management industry. AIIM says this is the first time it has measured a net decrease across all sizes of organization.
The AIIM report highlights some other positive trends:
- With best practice records management, legal costs can be cut by a quarter. This would include costs related to audits, legal fees, court costs, fines and damages.
- Resources for records management are increasing. Some 50 percent of organizations are boosting their budgets, compared to the just 14 percent reducing them. Staffing resources are increasing.
- The biggest anticipated spending increases are for system software, while spending on outsourcing is expected to fall. [Read more…]
Looking to 2012, I am excited about the new products and new initiatives designed to help you capture, manage and most importantly quickly find your critical documents and content. Last week, we conducted our annual meetings where we discussed our priority efforts for the year, which I want to share with all of you.
Systemware will continue to focus on our unique abilities not only in document capture, but in the capture of images and application output. We provide you with more ways to capture and organize your critical information than any other provider in the marketplace today. Our approach to image capture, OCR and our innovative validation approach, put us in an even better position to assist you in organizing ALL your content. From paper documents to electronic statements to customer correspondence, there isn’t anything that we can’t capture and then index with our robust indexing technology. All of this allows you to quickly and easily find critical content. [Read more…]