According to Forbes magazine, in the space of two years, 90% of the data that currently exists in the world was generated. As the amount of information and data generated by businesses continues to grow at exponential rates, leveraging the best technology and organisational systems is crucial for the optimised functioning of any company.
Automated records management systems allow businesses to function at a superior rate and pose a safer option to any business looking to streamline and optimise their activity.
Written by Antony Biondi
Antony is Head of Enterprise Content Management (ECM) solutions at Crown Records Management with 15 years of experience in ECM.
What is an automated records management system?
An automated records management system is a digital solution that uses technology to automate records management programmes within an organisation. From records storage to cost accounting, these systems are less prone to errors, more time-efficient and more compliant than their manual counterparts.
Companies that rely on manual records management systems might find that their systems are more error-prone, time-consuming, outdated and difficult to sustain. A digital-first solution allows for the optimisation of these processes and removes a substantial amount of risk linked to manual solutions.
At Crown, we have been helping businesses manage their information for over 50 years, both physical and digital. We understand the process a company needs to take to start its digital journey and have accompanied companies at every step of their digital transformation. We provide companies with records management systems examples and design bespoke solutions to fit their needs.
What are the benefits of using an automated records management system?
Automated records management solutions offer several benefits for companies, some of their key advantages include:
Efficiency: automated records management systems give companies the option to streamline and automate their record-keeping tasks. Capturing, storing, organising and retrieving information is made simple. The elimination of manual processes reduces the time and effort required to manage records, it also improves your overall operational efficiency.
Security: when using an automated system to manage information, businesses can benefit from robust security features that will protect any sensitive information. Access controls, audits, and encryption are all features that these systems come equipped with. This level of security makes it easier for any organisation to comply with legal requirements and regulations regarding data usage and storage.
Reporting: using a streamlined records management system can provide valuable insights through analytics, dashboards and reporting functionalities. Being able to generate reports on record usage, trends, and other relevant metrics, can help make informed decisions, identify areas for improvement, and optimise record-keeping processes.
Compliance: automated systems will help organisations when having to deal with legal requirements linked to record and document management. Using a streamlined system will allow for records retention schedules and ensure records are achieved correctly.
Cost: the cost of using a physical record management system will always imply storage space, equipment and personnel which can be expensive to maintain. By making the move to digitise records and use an automated system, companies reduce the need for costs linked to keeping or renting a physical space.
Continuity: when using a digital records management system, users can enjoy backup and disaster recovery capabilities. Safeguarding records is easily achievable by storing records electronically and implementing data backup strategies. Manually managing records can make sensitive data, records and information vulnerable to potential disasters including fires, floods, or system failures. An electronic system removes a big risk of potential data loss.
Collaboration: workflow management of data is simplified when businesses choose to go digital. Allowing multiple users to access work and records simultaneously can improve collaboration and facilitates efficient workflow management. Multiple stakeholders can review, approve and contribute to records without issue.
Your company’s digital transformation journey
Implementing an automated records management system can bring widespread benefits to your organisation from increased efficiency and accessibility to information to reduced risk and heightened security of data.
At Crown, we believe that digital transformation is the way forward for any businesses looking to optimise and grow their activity. Enhanced security, regulatory compliance, cost savings, disaster recovery capabilities, collaboration facilitation, and valuable analytics are just some of the benefits that these systems offer.
Our digital transformation services are built to help your organisation structure and manage your data, giving you a clearer picture of your world. Our trusted analysts are dedicated to delivering leading digital solutions and records management services that are tailored to your company’s needs.
With over 50 years of experience, we’re here to unlock the full potential of your records management processes with our innovative digital solutions. Get in touch with, Antony Biondi, our Head of ECM and discover the best system for your business.
