Electronic Records for your business documents

What seemed to be a distant dream is now reality. The adoption of electronic records management systems is making the goal of a paperless office reality. People are slowly doing away with file rooms and embracing electronic records. The days of storing or filing stacks of paper documents or records are slowly. In This form of record keeping, digital copies of documents are made using scanners. The scanned copies are then attached to specific accounts and files by coding them. A user in need of the records simply uses an optical character reader (OCR) to view the content. The following are key benefits of electronic document management system: Records management dublin based services are available through many local providers, see below for some recomendations.


Quick Access – For customers to access their documents

Scanning and coding the file is a relatively simple process. Once stored in the system any authorised person can easily access the record. In fact, the same copy can be viewed by different people from various locations at the same time. This is unlike the traditional way of record keeping where a person had to go to the physical location. In addition, only one person would view the file at any given point. Retrieving the file was also a lengthy and tedious process especially if there were many records. Electronic documents can be accessed easily from any point. Transferring and sharing the file is also straightforward.


Searchable Format for Document Storage

The record is scanned using search-friendly text. The scanned copy is also stored in a format that is easily readable and is compatible with most systems. When searching for the file the OCR first analyses the text then creates a digital version of the same. In the conventional way of accessing information a user had to peruse through an entire file to find a certain section. However, in electronic records management, a user only searches for the relevant part or text digitally by typing the keyword. Furthermore, a client may use various sections of the file to create a database that can be used in management, marketing, auditing, and more.


More Secure Records Management

Digital document management system has greatly improved file security. The risk of unauthorized people accessing the file or unscrupulous people stealing the physical file has been done away with. Days of missing or misplaced files are long gone. Electronic or digital files are coded and encrypted to protect the content. Only authorised people can view the files and they do so by using passwords and verifying their authentication. It is easy to track the people who accessed the files and also know the content they viewed through a tracking and logging system. Unlike physical files, digital records can’t be destroyed through sabotage, fires, floods, or other natural calamities. It has become easy to store the files in mediums such as The Cloud.

Some Local providers of Archival services:

dublin records management1. Oasis Group .   www.oasisgroup.com

The advantages listed above show why it is important for any business to adopt electronic or digital filing systems. The system has simplified the process of storing and accessing records; it has reduced the time spent searching for records, lowered the cost of storing and retrieving files, and also improved security of the files. With the right electronic records management sytem, a business will not only save time, cost, and effort, but will also have peace-of-mind knowing the contents or files are safe and secure.

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What Are the Benefits Of small business document storage?

small business skylineGone are the days when a business or company store or regulate their documents on paper. There are many disadvantages to the paper documents and often there are some technical and operational barriers. It was even time consuming. Thus the companies nowadays opt for the EDMS or Electronic Document Management Systems. Even for small business document storage it is best to opt for EDMS. There are many benefits of these offsite record storage and document management. These are –

1. Safe and Secured: It is always important to maintain some confidential files safely. Handling those private and sensitive documents carefully and protecting them fraud and theft is also important. This offsite record storage will help you in doing so.

2. Controlled Access: Do you want your file to be accessed only by the people who are authorized? Then you should take the help of the document management sites which allow only limited access.

3. Disaster Protection: Natural disasters or any accidents can destroy all your confidential and important files. With the help of record storage you can safeguard the records from the disasters.

4. Cost Effective and efficient – It is an efficient way to save data and documents safely. This is perfect small business document storage as it is not much expensive too. Its productivity and benefits are worth mentioning.

backup tapesReliable Backup

In many cases the documents are saved either in computers or in pen-drives. But this is not 100 % safe and secured as you may loss them. But with the help of records management tools and sites you can save the data effectively without causing any harm to them. It is a great solution for your problem and you will get a strong backup for all the information and data. Your data will remain safe and also you can limit the access to it only who are authorized to do so.

Save Your Money

Recordkeeping and document administration employees will require a lot of labours. You have to pay them salary too. But if you opt for the offsite secure storage facilities then you can save a lot of money too. This you can utilize for some other betterment of the company. Thus for small business document storage is the best option because of the lack of resources and money of the small businesses or companies.

How To Choose?

There are many options that you can choose from for the offsite secure storage and record management services. But check the reviews and go through the feedbacks thoroughly to make sure that you are getting the best facilities. Choose the one which is not only reputed but also in this industry for a long time. You also have to understand your requirements and check which of the services offer those features and advantages.

Also make sure that you are checking the prices of the services. If you own small business document storage with most affordable price will be the best for you. Browse through internet to know about the top most document storage and record management services available.

Records Managers and Their Key Responsibilities

Records managers are the people responsible for storing and maintaining the records of an organization’s transactions, processes and activities. Nowadays, most records are being stored electronically, though backups may still be done on paper, microfilm or CD. Records managers are tasked with ensuring that the organization complies with legal requirements and industrial standards pertaining to how information is recorded, made available and the length of storage.

They are also responsible with ensuring the proper disposal of documents at the end of a certain period. The will also train other staff members on how to effectively use the organization’s record management system.

Key functions and best practices


A good records manager knows that a solid and legally compliant records retention policy forms the foundation of an effective records management program. This is the platform which ensures that an organization’s assets are well protected as well as availing an almost certain method of avoiding risk and litigation.

He or she prepares a Records Retention Schedule, which is a document that the organization will use to ensure that records are not kept longer than they are legally and operational required. It helps to avoid unnecessary repletion of data and provides a framework for the controlled and systematic disposal of obsolete records.

The record manager will also do some legal research to establish the retention period for various record classes. This often requires the assistance and input of the legal counsel, consultants or other external records management professionals.

Policies and procedures

An organization’s record management activities should be supported by guidelines that address each element of the records management program in conformity with the operational and legal requirements. Policies and procedures act as evidence of the management’s support and investment in a records management system that complies with all legislation and regulations.

The records manager ensures that the guidelines of the records management program are consistent and applied throughout the enterprise. The policies should also be accessible and properly communicated in a consistent manner throughout the company.

Access and indexing

The success of a records management system depends on the accessibility of information for business support, compliance as well as informed response to litigation. The ability of an organization to access records by using various indexing parameters or values such as record creator and intended recipient is of great importance. Good indexing methods are one of the most straightforward ways that an organization can recognize substantial returns on investments. An astute records manager knows the ominous consequences that failure to satisfy record retrieval requirements can have on an organization: hefty fines, increased litigation and debasement of service quality within the organization.

S/he therefore strives to ensure that records are properly organized to ensure timely, accurate and controlled access.

Compliance and accountability

The advantages of a major investment in a records management program will be watered down if employees are not compliant with the program itself and its policies. The principal elements of compliance are enterprise-wide accountability and auditing.

There must be a records manager to administer the system at the corporate level as well as one designee in each business unit who will be accountable for implementable in their section. Finally, it should be a requirement for all staff to acknowledge that they have indeed read and understood all the records management policies and procedures.


Consistent disposal practices comply with retention and regulatory guidelines and help to minimize corporate risk in accordance with the Records Retention Schedule. Systematic disposition is a sign that the organization is willing to conform to the law.

The records manager ensures that document destruction works well within the overall records management program. He identifies which records are eligible for destruction and whether there is a legitimate reason to postpone the activity. It is important to note that records that are subject to any form of litigation, audit or government investigation cannot be destroyed even when permitted by the Records Retention Schedule.

Those intereseted in pursuing a career in the Records Management sector, here is a good place to start your search