Document and Records Management Guide For Beginners

Whether your organization is managing scanned images, regulated content, large document volumes, computer-generated documents, or complex file formats, this goes without saying that the smooth and efficient flow of business documents is extremely critical for the success of the organization. Irrespective of the fact whether you are managing a project that is agile, traditional, or hybrid, they all have one thing in common, and that is documentation. 

Depending majorly on the methodology, the process of project management requires a lot of paperwork, which is why records management is growing more and more important. Records management is the process that carries the potential to help control your current project and set the stage for future projects. 

In this article, we will be discussing documents and records management and will be understanding what exactly they are. If you are searching for the best records management system, then you must get in touch with Dox and Box, as they are the leading providers of documents and records management solutions and services that are aimed at facilitating ease of access to documents and records in an organization. 

Understanding Records and Document Management 

What Exactly is Document Management 

Document management is generally a system or procedure that makes use of a computer system and software in order to facilitate the storage, management, and tracking of electronic documents and images of paper-based information that is captured via the utilization of a document scanner. 

Document management is the manner in which your organization carries out the storage, management, and tracking of its electronic documents. It should be noted that document management provides some of the basic functionality of content management and imposes controls and management capabilities onto otherwise dumb documents. 

Due to the mainstreaming of a whole range of sources, such as the Web, smartphones, thumb drives, etc., the need for document management has accelerated to deal with information of all kinds. Talking today, document management systems can differ in size and scope from small, standalone systems to big enterprise-wide configurations serving a global audience. 

There are several document management systems that are capable of providing a means to infuse standard physical document filing practices electronically. 

What is Records Management 

Records management can be considered a process of the creation of project records and facilitating their maintenance and storing of them properly. It should be noted that this is considered a systematic process that provides people with access to the project records for future utilization via the organization. 

We need not mention the fact that records management is an integral part of each and every successful business. It should be emphasized that a records management system is critically defined as the professional practice of classification, organization, and management of the documents of a company and records from the time they are created to the time when they are disposed of. 

You must note that the overall goal of incorporating a records management system is the larger need of the organization for information governance, regulatory compliance, and risk management. 

When it comes down to the discussions of improving an electronic records management system, the aspects of a program that tend to see the greatest amount of tissues tend to also be the areas that leave the greatest room for improvement. 

In case a document is lost, misplaced, or deleted, the document management system can be utilized to either relocate or recovering the record wherever it may be present. 

Why Poor Records Management is Problematic for Organization

Businesses and organizations nowadays have started realizing the importance of document and record management systems. That’s the major reason why they are considering the fact that the establishment of the records management system is certainly an initial step in the right direction.

It goes without saying that a poorly managed system for your business documents can lead to several issues in the organization. There can emerge risks associated with the security of documents and efficiency. 

The best record management facilities infuse climate-controlled environments in order to ensure that the documents are safeguarded and additionally place much heavier emphasis on security, with measures that involve alarms, 24-hour CCTV surveillance, employee screening, and more.

Role of Dox and Box in Efficient Document and Records Management 

Dox and Box is a leading organization in the documents and records management space and is well-known for offering the best-in-class document management services. They offer the best document scanning services that are aimed at converting all documents and records into their digital counterparts. 

When your organizational documents are converted to their digital formats, your organizational documents are easily accessible and secured. Dissimilar to paper documents, electronic documents are more secure and easy to maintain. What adds more to the value of digitizing documents is the fact that they can be easily reproduced, redistributed, and accessed. 

In addition to this, it should be noted that Dox and Box incorporates a document management system that is designed in such a way that it ensures the privacy of all the documents. Moreover, you can set permissions on who can gain access to a particular document on the basis of their accountability. 

Summing Up

Dox and Box have emerged as one of the top document management companies that are offering state-of-the-art electronic record management systems considering the fact that a poor document or record management system can be quite detrimental to the company. 

Implementing an in-house records management system and striving to manage it yourself can also expose your organizational documents to other external variables you may still be unable to prevent or account for. 

What adds more to the value of the document management system incorporated by Dox and Box is the fact that these facilities infuse climate-controlled environments in order to ensure that all the organizational documents are protected. 

The experts at Dox and Box will be designing and implementing an electronic records management system for your business or organization. Get in touch with the experts at Dox and Box today.