By Michelle Shapiro, Product Marketing Manager, ASG Technologies
Records management is essential for today’s organizations. Information assets are growing exponentially and becoming more complex to retain, manage and comply with corporate, domestic and international requirements. With records management, organizations can capture documents and information electronically, making everything instantly available in a secure, central location.
As organizations continue to leverage more collaboration tools, they must revisit their records management strategies.
Three Modernization Drivers
Not convinced you need to take a closer look at your records management processes? Here are three trending drivers for modernization:
1. Data Privacy
Data privacy regulations like the GDPR and CCPA are becoming increasingly strict. Additionally, there are many global guidelines that are not backed by the law but are part of self-regulatory frameworks that are considered industry best practices. Despite this growing regulation, most organizations are still burdened with dark and siloed data – which means they are not only exposed to risk but also missing data-driven opportunities. Records managers must look for ways to integrate and automate their compliance efforts.
2. Compliance
Once digital, records management capabilities use predefined rules to automate records management processes, from record declaration through final disposition. Users can then place holds on those records to automatically destroy or purge them from the system, staying in compliance with the exact amount of time that records need to be held and avoiding the risks associated with unsuccessful audits.
3. Opportunity
Until recently, many enterprises have been focused on risk aversion and protection when it comes to information management. However, now more organizations are looking into how information management can improve the performance of the organization. Records management must now factor both defensive and offensive data strategies – accounting for both risk and opportunity.
The Path Forward
Organizations must not see records management as a burden – it is an opportunity. One that addresses the new and developing challenges to data security and compliance, but also embraces both risk and opportunity in the mix.
Explore more best practices for records management by downloading the joint AIIM-ASG tip sheet, Building a Strong Records Management Foundation.
