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.