Information flows into your organization constantly and from diverse sources, and all of it must be collected, stored, managed, and used to service clients or make business decisions. All businesses must comply with government regulations and company policies regarding archiving or destroying information.
By nature, information flows tend to create silos in business processes and sporadic application of technology solutions. There are company policies and government regulations with which each functional area in an organization must comply. Records managers must vary retention schedules by record type and incorporate paper documents into digital records.
The immediate need is to process and distribute this information to one or more audiences daily. A business could use something as simple as a shared drive with permissions at a folder level. All business areas, such as VPs, managers, employees, HR, and accounting, store all their information on the shared drive and depend on the folder level permissions to ensure no data breach. These shared drive solutions include cloud platforms such as:
- Microsoft Sharepoint
- Google Drive
- Dropbox
- OneDrive
Frequently, businesses think of shared drives and solutions that are available to store documents electronically as document management software or enterprise content management. These solutions give you a common place to find things but need more security, workflow, business process automation, and document control. From a records management standpoint, relying on such solutions may become messy or unwieldy in the future. A more robust platform tailored to records management, in particular, is required to fulfill records requests, control retention, or ensure compliance. Shared drives are not future-proof.
What businesses need is the right tools for the job regarding information management. Simplicity RMS encapsulates those tools in one streamlined software solution. Our tiered pricing ensures ROI at every step of your information management evolution. Contact us today for a free consultation.