Free Training: Records Management in Laserfiche Certification Series and Getting Started with Records Management in Laserfiche guide in Aspire.
Records management is the systematic process of managing the life cycle (creation, retrieval, storage, and disposal) of digital and physical records.
Typically, records management is driven by a need to conform to specific regulations set in place by a governing body. In order to comply with regulations and minimize risk, records must be strictly managed. This is where the records manager comes in—it is the records manager’s job to ensure that records are handled according to regulations. In Laserfiche, any user who is assigned the Records Management privilege is considered a records manager.
There are four basic components to consider when managing records:
Why Records Management
Effective records management serves a variety of purposes and can benefit your organization in several ways. Laserfiche records management allows you to:
- Identify permanent and vital records , helping prevent important records from being lost or inadvertently destroyed.
- Ensure record-keeping practices fulfill
legislative and regulatory compliance requirements.
- Prove that proper and/or legally required retention practices are being and have been followed.
- Helps assure the proper handling of records that are mandated to be accessioned.
- Ensure records are available for an appropriate amount of time before being destroyed or accessioned.
- Ensure records are made read-only as appropriate.
- This prevents inactive records from being modified.
- Quickly locate records that need attention.
- Ensure records are available if requested by judicial orders.
- Audit events: Records Management Actions.
- Audit events: Records Management File Plan.
- Prevent inadvertent or unauthorized destruction of records; and, ensures outdated or unwanted records are destroyed at appropriate intervals. (This also prevents storage space from being used unnecessarily.)