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Records File Plans

Manage large volumes of records efficiently from declaration to disposition

Electronic Records Management – File Plans

The file plans which drive records management systems determine how records are handled. In today’s organisations, records exist in a wider range of formats reflecting the more complex nature of modern business communications. Records managers are more inclined toward records management solutions which can not only handle multiple record formats, but also reduce the cost of handling records.

The DCS FileStore records management solution incorporates ISO 15489 functionality to guide records managers in developing robust file plans based on internationally recognised ISO 15489 best practice guidelines. FileStore uses browser-based technology making it easy to integrate, deploy and use within records management systems.

Tools for full records lifecycle management

With the inclusion of technology for capturing records and converting those to digital formats record managers gain a powerful set of tools to monitor and track full records lifecycle and enable workflow automation.

With DCS FileStore you can create and implement records management and file plans by setting up record categories as per your business needs. Rules for records retention, access restriction or legal hold requirements can then be associated with these categories enabling you to manage entire groups of records with greater efficiency. Records can be sorted and classified according to a team or user’s involvement and can be maintained separately from IT departments.

Entering captured records into the file plan structure

DCS provide Kofax Capture technology as a single capture platform to process incoming business documents from different locations and different formats. The platform enables records management capture, filing and declaration processes to be applied globally across a wide range of information channels including MFDs, email, paper and fax.

When new records are captured, retention schedule and other criteria can be automatically assigned with reference to the file plan. The file plan will determine where captured records are placed in the records library in FileStore. Records placed in specific folder locations will then automatically inherit retention and access rules which have been applied to that folder.

File plans and automated workflow rules

A key benefit of DCS electronic records management software is that document driven workflows can be automated to increase productivity and reduce administrative effort. FileStore BPM automation software gives you an easy to design Visio based interface where you can define processing rules for different records or record groups.  The process of creation to destruction of records can be automated with FileStore BPM in compliance with your records management strategy giving you the flexibility to manage millions of records without risk of any process inefficiencies.

Enabling evolution in your records management system

DCS records management systems are flexible and can be easily configured to new record management needs – whether it is change in volume of records or change in records management policy, the system can be configured in short timeline to handle these changes. As DCS client ATOC (Association of Train Operating Companies) discovered, the company was able to add rules and system protocols for security, access control and workflow policies on a rolling basis. As a result, the records management system was able to evolve at a pace which suited the organisation and its users.

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Developing a records management policy for ISO 15489

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