The future of records management is simplicity. That is the message from our Al Griffin in the latest Systemware webinar, which focuses on the challenges of today’s record management environment, identifies the causes of those challenges, and suggests an approach to solving them.
Al says, “Much about Records Management is not well understood: the myriad of laws and regulations, the details of retention schedules and records classification and so on. We’ve all seen the explosion of business information over the last five to 10 years. And as a result, many more records need to be retained with longer periods for corporations to remain in compliance with laws and regulations. The coexistence of paper and electronic content also adds complexity to identifying, retaining and disposing of required business records.”
Our director of product planning reviewed Systemware’s records management solution. “Records Manager is our feature-rich Content Cloud-based solution that manages all life cycle functions of electronically generated plus paper-based records in one comprehensive system. Records Manager is a DoD 5015.2 v.3-certified solution, which enables you to control the capture and indexing, classification, retention and destruction of all electronic and physical asset business records.
“Our solution enables you to extend electronic recordkeeping capabilities to all of your current business processes, applications and repositories, which means you can better manage information, protect your company, easily pass compliance audits, and quickly handle any legal discovery matters.” The webinar includes a demonstration of Records Manager by Product Specialist Bob Manosky.
The two biggest challenges in today’s records management environment, Al says, are regulatory compliance and Big Data. He points out how nearly 4,000 new federal regulations go into effect every year. The regulatory document for the Affordable Care Act, he says, is itself about 30,000 pages.
In discussing Big Data’s impact, Al notes that higher volume, greater complexity, more variety, greater velocity and increased variability are all contributing to more in information being stored in multiple disparate, nonintegrated silos.
What should records managers do? Simplify, says Al, who lists these best practices:
- Deploy a dedicated electronic records system repository that manages paper and electronic hybrid records
- De-duplicate and consolidate all record stores into one official records repository
- Utilize compression to reduce storage requirements of records up to 90%
- Deploy active on-line replication to eliminate system failure downtime
- Filter by individual, group, and role to simplify use and increase security
- Automate capture of records whenever possible
- Standardize input through dropdown-menu selection whenever possible
- Personalize RM taxonomy through configurable labeling and metadata
- Leverage existing enterprise security/authentication model for SSO
- Provide automated workflow.
The webinar concludes with a deployment example from one of our customers that uses Records Manager and the Systemware Content Cloud to accomplish all those recommendations.
“Our Content Cloud platform has two nodes that provide scaling, replication, improved access by location, hot fail-over protection, as well as compression for increased resiliency and economy.”