In the era of digitization, many organizations still keep a large portion of their records in physical form. Managing and protecting such assets is key to ensuring data security and regulatory compliance. Gimmal offers advanced tools to effectively manage and protect physical documentation. In this article, we’ll discuss the challenges associated with paper records and show how Gimmal helps organizations effectively address them. Learn more on the Gimmal website.
Table of Contents
- Why is it important to protect physical records?
- Challenges in physical records management
- Storage security
- Accessibility and archiving
- Regulatory compliance
- How does Gimmal support physical records management?
- Tracking and recording of documents
- Integration with digital management systems
- Automation of archiving processes
- Examples of Gimmal applications in the protection of physical records
- How to implement Gimmal in physical records management?
- FAQ: Frequently Asked Questions
Why is it important to protect physical records?
Physical records, such as contracts, personnel files and financial documents, often contain critical information that must be kept for a long time. Proper protection of these assets is essential to:
- Ensure regulatory compliance: Such as RODO or local archiving regulations.
- Protect confidential information: Physical records are vulnerable to theft, destruction or unauthorized access.
- Maintain data integrity: Important documents must be stored in a way that prevents damage or loss.
Challenges in physical records management
Storage security
Physical documents require appropriate storage conditions that protect them from threats such as fires, flooding and theft.
Accessibility and archiving
Manually managing large collections of documents can lead to difficulties in finding them and archiving them effectively.
Regulatory compliance
Companies must comply with legal requirements for document storage and disposal, which can be complicated without the right tools.
How does Gimmal support physical records management?
Tracking and recording of documents
Gimmal enables precise tracking of the location and status of each document, minimizing the risk of their loss or unauthorized access.
Integration with digital management systems
Gimmal’s solutions allow integration of physical documentation with digital document management systems (DMS), making it possible:
- Easier access to information.
- Centralization of document management.
- Convert physical documentation into digital equivalents.
Automation of archiving processes
Gimmal automates processes related to archiving, such as:
- Assigning documents to appropriate categories.
- Document lifecycle monitoring.
- Automatic deletion of documents after the expiration of the retention period.
For more information about Gimmal’s capabilities, visit the Gimmal website.
Examples of Gimmal applications in the protection of physical records
Government institution
The Authority implemented Gimmal to track documents and improve compliance with local filing regulations. The result was a 50% reduction in document retrieval time.
Logistics company
Gimmal helped manage the large volume of shipping documentation, which reduced filing costs by 30%.
Non-profit organization
Thanks to Gimmal, the organization was able to secure donor and beneficiary records while meeting the requirements of RODO.
How to implement Gimmal in physical records management?
- Conduct a records audit
Identify all physical documents and determine their storage and protection requirements. - Choose the right Gimmal tools
Customize solutions to fit your organization’s specific needs for integration with digital systems. - Train your team
Provide adequate training so employees know how to use the new tools. - Monitor the effectiveness of the system
Regularly analyze the results and make improvements in physical records management.
FAQ: Frequently Asked Questions
Is Gimmal suitable for managing small collections of documents?
Yes, Gimmal solutions are scalable and can be used in organizations of any size.
What documents can be managed with Gimmal?
Gimmal allows you to manage a wide range of documents, from personnel files to financial and legal documents.
Does Gimmal support compliance with RODO?
Yes, Gimmal offers features to help organizations comply with RODO, such as automatic document deletion after the retention period and data encryption.
How long does it take to implement Gimmal?
Implementation time depends on the size of the organization and the scope of the project, but the modular design of the solution makes the process quick and efficient.
Does Gimmal allow integration with DMS systems?
Yes, Gimmal allows full integration with digital document management systems for easier access and centralization of information.
