Accurate registration of every incoming and outgoing physical record and all records generated within the company is important for the operation of any businesses. Often, this lies at the very heart of a company’s administration processes and as such, it must not leave room for losing records in daily work. In earlier times, when administration was still based on physical records, these records were physically transferred between the departments. Physical records generally do not take this dangerous trip any longer. It is only their images which are displayed to the appropriate administrators. The increasing popularity of electronic documents and email messages led to new problems. It very often happens that incoming electronic messages are only accessible in a specific employee’s email inbox, while completed files exist only on the author’s computer. These places are insecure, and if such documents are lost or get into the hands of unauthorised parties, that causes the same problems as with hard copy documents. To implement a modern records management solution, a company should define appropriate workflows for each type of managed records and carry out the relevant activities accordingly. Documents belonging together should be linked electronically or placed in a single electronic folder. If a record might be used as an item of evidence in the future, it should be stored in a form guaranteeing its authenticity.
The images of electronic documents and physical records required for an administration process are displayed without delay, and there is no need to retrieve and move the original physical copies.
A pre-defined workflow is launched for each record, therefore, the management process is well defined and fewer human decisions are required.
The system uses a substitution plan to automatically ensure administration workflow continuity even in the absence of the administrator.
Features like raising a warning of missed deadlines and automatically managing those situations, as well as the administration statistics system provide a strong tool to make work organisation more efficient.
By making copies of every physical record and storing these copies at a central location, the system allows building better guarded archives protected against unauthorised access and implementing strong access control.
Our system provides strong tools to describe the relationships between records. It allows creating links between documents and placing related records into single folders.
When using an Electronic Archive of Certified Documents, all electronically signed records stored there are accepted as items of evidence, so it is not necessary to retain the original hard copy records.
The system supports special cases where the physical records are also required during the administration process. In situations like that, it controls the movement of the records in a documented form.