March 1, 2017
3 Ways Integrations Can Help Manage Physical & Electronic Records Together
As the records and information landscape shifts to an increasingly hybrid environment, managing physical and electronic records together has become a challenge for many organizations. The reality is that organizations are generating (and held responsible for) more information than ever due to the reliability of paper documents and the proliferation of electronic records.
With the increasing amount of records and information organizations are required to manage, it can be difficult to find a single solution that meets all needed requirements. If your organization is faced with managing both physical and electronic records, take advantage of available software integrations that can provide a bridge between electronic and/or physical records management providers. Here are three ways integrations can help:
1. Associate electronic records with their physical record counterpart
An option included in many physical records management (PRM) software solutions is the ability to add multiple digital file types as either stand-alone records or in association with an existing physical record. Various file types are included, such as (DOC, .DOCX, .JPEG, .JPG, .PDF, .XLS, .XLSX, .CPY, .CSV, .LNK, .MSG, .TIF, .TXT, .PNG, .PPT, .GIF, .OFT). Then, when a hard-copy record is requested, it can be scanned and the resulting image, rather than the physical record, delivered.
2. Ensure similar functionality across both platforms
An integration between ECM and PRM solutions should also provide universal records functionality such as federated searching, global update capability, and shared records retention management, regardless of media type.
3. Get the benefits of both systems
If your organization already has an ECM solution and is looking to procure a PRM system, consider an integration rather than purchasing a separate, disconnected system. Today, physical records management software integrates with various enterprise content management providers, increasing users’ ability to perform actions like searching, requesting, and retention management for both physical and electronic documents.
Optional, add-on integrations can be an efficient, cost-effective way to increase your organization’s ability to manage physical and electronic records without investing in new, stand-alone software solutions.
January 31, 2017
5 Reasons to Consider the Value Proposition of Advanced Retention
Today many organizations are faced with the challenge of expanding regulatory compliance despite shrinking budgets. When evaluating records management tools, many product features are available and often offered as tiered packaged solutions and/or as a core feature set with the option to add additional modules.
Due to the development expertise needed, advanced retention is sometimes not a part of most basic product packages. Advanced retention supports both time and event-based retention schedules, general retention schedules, automated disposition notices, citations and legal holds reference, and meta-data association with records.
While it may be tempting to opt for the lower cost option, if your organization manages records with any significant fiscal and/or legal value, consider these 5 reasons to include advanced retention in your records management solution.
1. Cost of storing paper records
Advanced retention notifies users when records are up for destruction. This allows organizations to have control and knowledge of the records that need to be kept vs. destroyed. Most paper record storage costs are calculated per box and per cubic foot.
Example: A standard legal or letter box is 1.2 cubic feet. If you have 1,000 boxes, at a monthly storage cost of 19 cents per cubic foot, the cost of storing those boxes for 5 years is $13,680. If we estimate a 30% reduction in the number of boxes due to scheduled destruction, it reduces the 5-year cost to $9,576.
Total savings: $4,104. While it does cost to destroy records, storing excess paper records is more costly in the long-term. Also as a part of a solid retention policy, it is important to identify which records will be considered official to avoid storing (and paying for) duplicate physical records.
2. Increase efficiency & productivity
When calculating labor costs, time equals money. Advanced retention provides filtering mechanisms facilitating rapid and accurate classification. The longer it takes an employee to classify a record under the proper series, the less time they spend on the operational tasks for which they are responsible within an organization.
Also, imagine the productivity possibilities – instead of searching for records that are or could be eligible for destruction, an employee can spend time learning a new skill or improving a process he or she manages.
3. Process Improvement
One, or often multiple approvals are required before a record meets its final demise. Get automatic updates that notify a pre-determined list of approvers to review records that are eligible for destruction. These notifications are not only convenient, they also establish an audit trail of legally defensible approvals.
4. Comprehensive reporting
Most records managers are required to produce and maintain disposition process reporting. Instead of spending hours sifting through rows in a spreadsheet, get instant results and spend time analyzing trends for process improvement or cost reduction.
Standard retention often lacks automatic disposition functionality and requires a manual review for records that are nearing the end of their life cycle. Reporting tools allow managers to make informed decisions, creating a data-driven environment with an emphasis on continuous improvement.
5. Avoid exposure to legal action
Perhaps the most important reason advanced retention is worth the investment is reducing exposure to legal action. When properly implemented, retention policies protect organizations from claims of improper records management practices. With advanced retention, a comprehensive audit trail is created automatically, detailing approvals, changes, and any meta-data associated with the destruction process.
Advanced retention is like an insurance policy: the upfront cost may be higher but when something happens, the cost of not having it far outweighs the initial investment. If information is requested of your organization, advanced retention tools provide verification, visibility, and compliance that could mitigate significant financial losses.
December 15, 2016
3 Tips for a Successful Records Management Software Implementation
Implementing a new records management solution within your organization can involve numerous project management tasks. There’s allocation of internal resources, deadlines to consider, and budgets to meet. Learn how to reduce unforeseen schedule conflicts and cost issues with these key considerations.
1. Define Project Decision-Makers
Often initial project meetings happen via conference call and involve multiple people, including end-users, IT leadership, or other individual contributors. While these meetings allow teams to share opinions and build consensus, it’s important to define the decision-makers prior to the kick-off meeting with your software vendor.
Both physical and electronic records management software can feature extensive design flexibility and various customization options. Be sure there is no ambiguity when communicating design or feature decisions to your software vendor to avoid additional development time and cost due to miscommunication.
2. Understand Your Legacy Data
It seems simple in theory but understanding your organization’s legacy data is key to keeping your records management software implementation on schedule.
Prior to the initial kick-off, be sure to allocate sufficient resources that can be available to collaborate with your software provider during the data clean-up process. Take time to review all current data sources and data constraints. A lengthy data clean-up can add unexpected time at the start of the project.
3. Third-Party Vendor Integrations
In the initial stages of implementation, notify your third-party ECM software and/or storage vendors such as Iron Mountain, O’Neil, Andrews, DHS, and DocuData as soon as possible. Building this step early in the implementation schedule allows sufficient time to request resource identification for integrations with the new records management system.
Resource constraints, timeline issues, and communication challenges are sometimes unavoidable during major software implementations. In addition to selecting an experienced software provider, take time to consider these items to ensure your team delivers a smooth, successful records management software solution.
December 19, 2013
A Look Inside at Infolinx
Take a peek inside Infolinx with Michael and meet John, one of our programmers.
August 5, 2013
Searching for a SRC Box in Infolinx
Two years ago the Library of Virginia implemented Infolinx WEB for the Virginia State Archives and the State Records Center. This year they've upgraded to Infolinx WEB 3.2 and have created some screencast tutorials on using the new version of Infolinx WEB.
April 22, 2013
The Executive Order
A new executive order, which *ahem* may not be very official, states that all government organizations that would like to purchase enterprise physical records management software without going through the hassle of bidding it out, must now purchase Infolinx WEB through their convenient GSA schedule!GSA eLibrary - SpacesaverInfolinx
December 19, 2012
The Magic of Santa
Santa brings toys to millions of children every year at Christmas. Millions of toys, millions of presents... how does he keep track of everything? Good records management of course.
November 5, 2012
We made this video to humorously portray the importance of using a records management system to avoid losing files, as well as using retention schedules to properly manage the storage time for each record.
October 9, 2012
Find That File
Keeping track of files in the business world can be tough. Doing it without records management software is just impossible.