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Records Declaration

From Declaration to Disposition

Electronic Records Declaration Solution

Documents required for an organisation’s business processes can arrive via a range of communication channels. First sight of inbound documents will typically be in a specific business unit or department rather than centrally. The challenge for record managers is to ensure that all documents which need to be declared as records are identified from this document inflow and do not remain outside the organisation’s “corporate memory ”.

The electronic records management solution from DCS offers managers an effective strategy for dealing with this issue and managing the records declaration process. The solution enables all inbound business information to be centrally captured and classified before routing to the required business unit or department.

Using electronic mailroom technology in records declaration

DCS electronic mailroom technology allows you to capture all inbound documents arriving by post or channels such as fax or email. The technology converts all documents and email message content to a standard digital format allowing them to be classified using Kofax KTM intelligent document recognition.

By applying pre-defined business rules to this process, the declaration of a significant number of documents can be automated and unrecognised items quickly routed for manual declaration by designated records administrators.

Electronic records declaration and automated workflows

Working with documents in electronic format allows rapid and consistent application of record declaration and classification rules. Rules can be applied to individual documents as document  meta data allowing them to be tagged against a range of file plan criteria. The ability to classify records by type means they can be automatically routed to the appropriate file plan folder where they will be governed by pre-defined group retention and disposition rules.

Implementing workflow rules reduces reliance on individual staff knowledge and avoids inconsistent record keeping due to mobility in the workforce. Rules can be set up to specify restrictions on declared documents, remove editing or deletion rights, determine declaration roles and govern who is authorised to manually change records.

Examples of records declaration scenarios

The DCS records management solution offers flexibility in how you manage declared records. Some examples are as follows:

  • Identify or declare a document as a record and move it to a designated  file plan storage location
  • Declare a document as a record without moving it from its location in a business process
  • Capture declared documents and emails in the as-received state and archive copies in secure storage while preserving the original context (e.g. the email body archived together with linked file attachments)

Developing a records management policy for ISO 15489

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