Software Made Simple

Article from the Records Management Software Bulletin

07/10/2008 10:00

From straightforward file tracking applications to enterprise-scale solutions that integrate with document management systems, records management software offers benefits to records managers at many levels. In this article, Ian Keers, Managing Director of physical and electronic document management specialist, Cave Tab Ltd, looks at these benefits and the most common challenges faced by records managers when implementing records management software.

Why Software?

As any busy records manager would admit, the increased volume and rate of record creation – both physical and electronic – is posing a serious management challenge. Even the best records management systems become over-taxed when they are supported by mostly manual processes. A well-implemented software solution can help with many different aspects of a records management programme.

Not all records management software is alike, but some of the key beneficial features include:

• Automated management of records throughout their life cycle, from creation and active use to inactive use and disposition
• Centralised tracking of records in their appropriate classifications
• Management of access privileges according to security classifications
• Facilitating easier access to records and tracking access over the active and inactive life cycle
• Management of requests for records and tracking their movement between users
• Automated filing, storing, retrieval and updating of electronic records
• Tracking the locations and contents of physical files and boxes of records
• Integrated management of records in a variety of formats, including paper, electronic, micrographic and audio-visual records

The Big Picture

In addition to the many benefits from a records management perspective, records management software helps organisations with bigger picture challenges like operations, compliance and risk management. Well implemented software solutions can have a dramatic impact on operational efficiency where records are concerned. The ability to access files on demand and automatically track them saves time and allows staff to concentrate on their core business rather than tracking down lost or missing files. Many managers and executives are sleeping better at night knowing that software is helping to ensure that their files are automatically organised, retained and disposed of according to legislative requirements. Risk of costly litigation is also significantly reduced with electronic tracking in place.

With all the benefits it can provide, records management software is quickly becoming a necessity for organisations looking to reduce risk, ensure compliance and maintain a competitive advantage in the marketplace.

Overcoming Obstacles

There are often a number of roadblocks that have to be overcome when looking to implement a software solution for managing your organisation's records.

Many records managers are often "sold" on the idea but find it hard to get sponsorship from senior management. Despite the numerous benefits, it can be difficult to secure funding and support for large scale implementations of records management software as other organisational initiatives take priority. The good news is that senior executive awareness of records management issues is on the rise, due in no small part to the increasingly high-profile coverage of records-related litigation and penalties. As this awareness has gained momentum, more and more senior managers accept that good records management systems are vital to the health of their business. Records managers who can frame their records management challenges in terms of top level organisational objectives and issues will find it much easier to get the necessary support for their proposals.

Another big challenge for records managers is that the implementation of software solutions often requires different functional areas of the organisation to work together. A large scale implementation can involve the cooperation of legal, operations, IT and of course records management teams. As one might expect, it can be a difficult undertaking to secure the necessary attention from each of these groups. Many records managers find that it helps to get a senior executive "champion" to ensure the necessary cooperation. Fortunately, when it comes to records management issues, more senior managers are listening and willing to get behind the programme. Not only does this help with the implementation of the software solution, but with the more important challenge: user adoption. With senior support it is much more likely that the system will be embraced by the day-to-day users who will help bring it to life and ensure its full benefits are being realised.

It can also be difficult to implement records management software solutions simply because they are technical in nature and there is a plethora of choice in the marketplace. It also doesn't help that some early versions of records management software were difficult to learn and complicated to use – some records managers who have been down the road before are once-bitten, twice shy when it comes to software solutions. (Fortunately, records management software has come a long way and many of them are now as easy to use as office software – if you can use the internet, you can work with most newer records management applications.) Anecdotal evidence suggests that many records managers want to implement either a new software solution or put one in place for the first time but that many are overwhelmed and unsure how to navigate their way through the technical aspects. In many cases they find that it helps to bring in outside help, whether a software provider or records management consultant who knows the issues and has experience with software implementations.

In Summary

It can be a challenge to get there, but introducing records management software into your records management programme will be more than worth the effort for all the benefits it can bring. From better managed records, to support for high-level organisational challenges and objectives, records management software is becoming less of an "option" and more of a "must-have" for a top class records management programme.

News category: Physical Records Management, Digital Records Management


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