Using Records-Management Software
When people think records storage they may think low-tech—pallets, forklifts and warehouses. These are typically the tools of storage companies. True records management is the discipline of managing records to meet your customers’ operational needs, accountability requirements and community expectations.
Records-management software works by allowing you to attach rules to records that tell the system when it is OK to delete them or move them to a data archive, either physically in boxes or electronically on storage devices such as tapes.
Software should be the foundation of your records center. It should provide everything from fundamentals such as barcode tracking of containers, files and tapes, to invoicing, Internet access and wireless scanning. Most important, software should provide key business rules to optimize your business.
Well-established software will include built-in rules to ensure your records center cannot make many common business mistakes. For example, something as rudimentary as not allowing a duplicate barcode number is critical. Good software protects you from making such an error.
Partnering with an experienced and knowledgeable software provider is critical to your business success. Keep in mind that you are not only buying products and services, you’re buying the company behind them as well. Make certain the software provider has a long and reliable track record in the records-management industry.
Christine Spisto is the marketing-communications and public-relations director for O’Neil Software, which offers software and hardware solutions to more than 850 records centers in more than 67 countries, ranging from startups to multi-nationals. The company’s software manages and tracks multiple types of data, including traditional storage boxes, file folders, documents and tapes from deposit to destruction, work order to invoice. For more information, call 949.458.1234; e-mail firstname.lastname@example.org; visit http://www.oneilsoft.com/.
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