Cheat Sheet: Navigating Through the Many Faces of Records Management
Wed, Aug 26, 2015
By: Jacob Gilmore
Depending on the industry and the types of records being handled, various labels have cropped up over the years for the management of paper and digital records. Here are just a few of the most common:
Information GovernanceInformation governance (IG) is defined as “the set of multi-disciplinary structures, policies, procedures, processes and controls implemented to manage information at an enterprise level, supporting an organization's immediate and future regulatory, legal, risk, environmental and operational requirements.”
In other words, information governance involves records that hinge on matters of regulatory compliance. Regulated industries like healthcare, insurance, and companies doing work that could impact the environment, are usually in need of information governance solutions.
Documentation ManagementDocument management often involves the use of a computer system and software to store, manage and keep track of electronic documents and scanned images of paper documents. For example, if your records are strictly digital and you're working to maintain a paperless office, documentation management could be the right solution.
Records ManagementRecords management, one of the most commonly used terms, is defined as “a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions.” In broader terms, records management is needed by every business to some extent or another. It involves having a system in place to make sure your business records are safe, organized, and immediately accessible.
One in the SameNo matter what terms you use to describe it, one thing remains the same: your business needs to have a plan for what records to keep, and for how long. You need to feel confident that your files are safe, whether they're in hard copy format or saved on a computer server. Finally, you need to be able to easily and quickly access any specific document at a moment's notice without the hassle of diving into overstuffed file cabinets.
That's why a professional business records management team can be such a valuable partner.
- With state-of-the-art secure storage facilities and digital security precautions in place, your physical and digital records are guaranteed safe.
- Barcode-scanner tracking systems isolates the location of every single piece of paper in possession so it can be located for you immediately.
- Media rotation and retention services ensure that important records are stored for the right amount of time to meet regulatory requirements without wasting unnecessary storage space with records that no longer need to be kept.
- Document destruction services securely destroy all documentation without the danger of identity theft or other regulatory and privacy concerns.
At Gilmore Services, we're your records management partner, especially if you're struggling with managing information on your own. Read our free guide, Are Your Small Business Documents in Danger? to find out how do-it-yourself records management can leave you at risk.