Recordsand Information Management Month is typically acknowledged in April and wasdeveloped to emphasize the importance of records management withinorganizations. An organization’s most vital asset is its information. Whetherthe data is financial, proprietary, or otherwise sensitive in nature, organizingand maintaining records is necessary in order to effectively manage the massamounts of data companies are handling every day.
Understanding the role of information technology in this processhelps shed light on how managedservices providers are working to streamline records andinformation management for companies regardless of industry or size.
Most companies maintain at least some records in an electronicformat. Some organizations deal with vast amounts of data while others mightwork with fewer clients or a smaller quantity of data. Regardless of the volumeof data that an organization handles, every company should place importance onsecuring and organizing the information.
When a business transaction is conducted, there is an exchange ofinformation. The content which documents this transaction is known as a record.From the time a record is created until the time it is destroyed, it must bemaintained, stored, and protected. Effectively overseeing the lifecycle ofinformation is imperative for organizations to avoid unnecessary audits, lostproductivity, and significant fines for noncompliance.
So how can technology enhance the records and informationmanagement process?
Ensures access and control
Scanningdocuments into a document management system allows for easy access toinformation. Quick retrieval times cut down on the amount of time employeesneed to spend looking for data and helps increase productivity. Data can alsobe shared and updated remotely, allowing for quicker and smarter businessdecisions.
Helps enforce compliance
Laws andregulations related to data, such as HIPAA, GDPR, CCPA, and more, are inplace to set guidelines around how data is retained, used, and maintained. MSPscan help an organization stay compliant with existing laws and stay current onany new mandates.
Facilitates automated processes
Whenrecords are organized and categorized, employees follow processes forretrieving and updating information. This allows for greater automation andless chance for errors when handling data. By implementing IT processes,companies streamline how information moves within an organization and createconsistent methods.
Reduces risk and cost
Maintainingunnecessary information creates risk for an organization and can result inadditional costs. Disposing of data that is no longer needed or has completedits life cycle within an organization should be done in order to reduce therisk of data leaks. It can also create a financial burden for companies ifadditional storage space is being used to hold old or unusable records.
Partneringwith a managed services provider can help organizations alleviate risks andcosts, improve compliance, and ensure consistent data access andprocesses. AJTC’s team of data experts havethe experience and skills to guide companies through effective records andinformation management.