When was the last time you filled out a physical piece of paper? Odds are that even if you complete traditional paperwork, many of your documents start out as computer files. Regardless, if you’re like many, you’ll already have begun to use technology to make work tasks easier. As you digitize more and more of your workflows, it’s important to have a tool that centralizes all of your materials. That’s where having an electronic records management system can come in handy.
What is Electronic Records Management?
Electronic records management, also known simply as ERM, is just what it sounds like: it’s a technology-based strategy for organizing and storing files or documents.
A key feature of electronic record management is automation. Since ERM uses technology instead of traditional, manual processes to store information, it can complete some rule-based tasks automatically.
That means that using ERM can help you save time while simplifying workflows. ERM tech may be able to archive documents at a certain date, for example, or automatically search and retrieve files as needed.
What about an electronic records management system?
A step above simple electronic record management is a full-blown records management system. What sets a “system” apart is typically its scope and capabilities.
Where basic digital records management might involve simple tools – like a cloud-based document storage drive – an ERM system is more likely to be comprehensive. In other words, a system generally includes more tools and types of technology that all work together to make managing documents easier.
Likewise, a system might incorporate rules, policies, and specific procedures that are unique to your organization. It may, for instance, limit who can access certain documents or use encryption to securely store data for compliance reasons.
Why Use an Electronic Records Management System?
Whether you’ve made the switch to digital document and record creation or not, an ERM system can significantly boost productivity across your organization by making the process of completing tasks less stressful. With an automated record management system, you can save your teams from drowning in a sea of digital documents – or sifting through endless stacks of papers.
It’s time to say goodbye to chaotic filing systems and hours wasted trying to find the right materials. Finding the documents you need becomes nearly instantaneous with the right management tools.
A strong electronic record management solution should also allow you to transfer files to and from your organization, implement access controls, and streamline daily work tasks. It also centralizes information in one place, opening new doors to cross-team collaboration and making it simple to share details in real-time.
So, there are plenty of reasons to use an electronic record management tool. Protecting data, speeding up work timelines, and keeping up with an increasingly digital society are just the tip of the iceberg.
Types of Electronic Record Management Systems
The term “record management system” is fairly vague. It could describe any software that helps teams create, edit, share, and store files of any kind. Within the umbrella term of ERM are subcategories that have more specific goals and use cases. Let’s take a closer look at some of them.
Remember, though, that this list is just a preview; there are many other types of digital solutions that might fit into this category.
Content Management Systems (CMS)
A popular choice for marketing professionals, content management systems are all about – you guessed it – managing content. Using a CMS allows you to manage far more than traditional documents, though; these systems also enable seamless management of videos, images, and more.
Document Management Systems (DMS)
Government offices, schools, financial institutions, and similar organizations often benefit immensely from a digital document management system. With a DMS, you gain access to tools that support the creation of text documents, spreadsheets, presentations, and more.
Think of this option as a digital filing cabinet, where documents can be stored, easily found, and kept safely tucked away for compliance.
Employee Record Management Systems
An essential for HR records management is an employee record management system, which allows you to store information like job applications, resumes, interview notes, and other key materials. Quickly and easily find the information you need to support employees and complete work tasks without a hassle.
How to Choose Electronic Record Management Software
Now that we’ve established why you might choose to use a digital record management system, let’s shift our focus to how to choose one. There are hundreds of product options out there that promise to simplify record management, but not all of them will be a good fit for your team.
Here are a few things to consider as you look for an ideal solution for electronic records and information management:
- Evaluate your team’s goals. Before you dive into comparing software options, make sure you’ve established what you’d like to get from your new technology. Take a look at what works (and what doesn’t) about your current system so you can identify specific areas of need.
- Consider software features. Think beyond records management and consider whether the features offered by your software will be helpful, inadequate, or overwhelming.
- Think about accessibility. Technology is only as useful as it is usable. Choosing a convoluted software tool that confuses your teams and comes with a steep learning curve might end up causing more problems than solutions.
- Choose a scalable solution. Find a records management software that can grow with your organization. In other words, seek out tech solutions that are highly customizable to your needs.
Access Custom Records Management Solutions with CDP
Regardless of your field or the approach you’d like to take to record management, it makes sense to choose a software vendor that understands your needs. CDP adopts a personalized approach to workplace technology that allows us to tailor our services to your organization.
The first step is booking a demo with our team. During this time, we’ll work together to establish your needs, the challenges you’re facing, and what ideal solutions might look like.
Next, we’ll get to work. Our team will build a records management system that makes sense based on your workflows. From there, all that’s left to do is test your new electronic records management system for yourself.
Ready to get started? Contact us today to book a free demo. We can’t wait to learn more about how we can help bring your vision to life!
