Electronic Records Management - Records Lifecycle Management

Records managers face particular challenges when dealing with records, such as tracking which records are modified, updated or removed from their designated storage location during the record lifecycle. Paper records management further complicates the tracking process and large volume of paper documents means greater space and management cost.

The DCS records management solution allows you to capture all documents entering the records management system from paper, email, fax and all electronic and digital file types and store them according to your file plan. The ability to index this electronic data in accordance with file plan criteria then allows records managers to track records through their entire lifecycle from record creation, declaration through to disposition.

Record retention rules and actions

For each record entering the system, records managers and authorised administrators are able to apply retention rules which determine the complete record life cycle as well as being able to control how long the record remains in each phase of its life cycle.

At the beginning and end of each phase in the record life cycle, managers can specify actions which need to be performed in accordance with the records management policy or file plan. Instructions relating to these actions can be linked to the record or to the repository folder in which a group of records is stored.

The actions which need to be performed in relation to records may be time or event driven. Where appropriate, the DCS records management technology can be configured to generate automated reminders and alerts when action is required. In other cases, the lapsing of a specified time may allow automated action to be taken in transferring records to a different repository folder and/or in relation to the application of different security parameters or transfer of responsibility.

Record tracking – logging and reporting

The DCS records management technology includes a reporting facility allowing managers to track records individually or in bulk according to their status in the record lifecycle.

In addition, an audit trail logging feature tracks and records every action performed on records allowing managers to monitor adherence to the records file plan as well as checking for compliance-related issues.

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