Records Management Solutions for the Government Sector

Government departments and local authorities spend a large proportion of the public budget in maintaining millions of transactional records as they are under tremendous pressure to meet regulatory and retention guidelines. Records need to be easily traceable, stored securely, often for long periods, and disposed of in a manner which meets regulatory compliance requirements. The variety and volume of records makes electronic records management a lucrative option both in terms of the gains in administrative efficiency and the ability to reduce costs.

Implementing the ISO 15489 records management framework – tailored consultancy

DCS CDIA+ accredited consultants assist with a range of assessment and audit services to help public companies achieve and maintain records management to the ISO 15489 standard.

Dedicated ISO 15489 records management software

DCS ISO 15489 records management solution is especially designed to help public companies set up file plans, automatically declare records to meet individual government requirements. The software includes comprehensive audit trail and compliance management functions to help implement the ISO 15489 standard quickly and at low cost.

The software functions provided to help achieve compliance with the ISO 15489 standard can also be configured to help implement other best practice frameworks, which all operate according to similar principles.

Records Management with SharePoint

DCS can also provide assistance to government offices which have invested in SharePoint as their standard work tool. More recent releases of SharePoint include a number of file planning facilities and we can apply our records management expertise to ensure you gain maximum value from your existing investment.

Multi-channel records capture and declaration

Growth in the range of communication channels now available means that receipt of new record documents is no longer limited to postal delivery. Information contained in communications arriving by fax, email or via web sites and other electronic sources must also be assessed for potential record status. To help governmental offices with this task, DCS provide an integrated document capture solution to ensure uniform processing and record declaration regardless of the original format.

Managing the record lifecycle – retention and disposition

Compared with paper-based systems, electronic records management offers significant advantages in reducing the effort required to manage records lifecycles. Conversion of documents such as agreements, invoices, application forms or items of correspondence to electronic format means the retention criteria for each record type can be automatically included as metadata. DCS records management software then tracks each record through the various phases of its lifecycle until review for disposition, providing automated notifications whenever action must be taken.