What is records management in place?

Onsite records management is a a modern approach to managing documents and information in companies. It means that instead of moving documents to separate repositories, they can be managed where they are stored and used on a daily basis. The solution provides greater work efficiency and data security, allowing organizations to meet legal and regulatory requirements for data storage and protection.

Table of Contents:

1. What is records management in place?
2. Why is on-site record management important?
3. Benefits of on-site records management
4. How does on-site record management work?
5. Tools to support on-site records management
6. Challenges of on-site records management
7. Best practices when implementing on-site records management
8. Frequently asked questions

What is records management in place?

On-site records management refers to a strategy that enables organizations to manage documents, data and records without the need to move them to special repositories or archives. Instead, management takes place directly at the locations where the data is generated and stored.

For example, if documents are created and stored in a shared system such as SharePoint, users can manage these documents (assign metadata, classify, set retention periods) without having to copy them to external systems.

Why is on-site record management important?

In an era of rapid data growth and increasingly complex data protection and privacy regulations , on-site record management has become a key component of companies’ information strategies. Storing and managing data where it is used helps organizations:

• Minimize the risks associated with data loss or security breaches.
• Increase operational efficiency by reducing the need to transfer and replicate documents.
• Meet regulatory compliance requirements, including RODO or HIPAA.

Benefits of on-site records management

Saving time and resources

One of the main benefits of on-site records management is the saving of time and resources. Employees no longer need to spend time transferring documents to dedicated repositories or managing document backups at different locations.

Instead, documents can be managed directly on the systems where they were originally created, eliminating the need:

• Data duplication.
• Move large files between different systems.
• Restrict access to documents at various stages of their life cycle.

Improving data security

Nowadays, cyber threats such as ransomware and malware are becoming more common. Data security is a priority, and on-site records management can help with:

• Reduces the risk of data loss – data is stored where it was created. This minimizes the number of places where they can be duplicated and potentially compromised.
• Access management – easier management of data permissions, including the ability to block access for unauthorized users.

Meeting legal requirements

A growing number of regulations, such as RODO (the General Data Protection Regulation), require companies to manage data in certain ways. On-site record management enables companies to meet these requirements without the need for complex data operations.

Companies often need to keep accurate records of the data they store and their processing. Onsite records management simplifies this process, enabling audit and control of the documents and meeting the requirements for storing and disposing of data in accordance with regulations.

How does on-site record management work?

In practice on-site records management is based on the use of advanced technologies and software that enable control of documents where they are used. These systems are integrated with other work tools, such as document management systems (DMS) and team collaboration tools.

Key record management features in place:

• Document indexing: automatically assign metadata and labels to documents, making it easier to search and classify them later.
• Version control: ability to manage different versions of documents and track changes made by users.
• Determining document life cycles: assigning periods during which documents must be retained, as well as periods during which they can be disposed of.
• Permission management: control over who has access to specific documents and what operations they can perform on them.

Tools to support on-site records management

Software dedicated to document management

Companies are increasingly using software specifically designed to manage documents and records in place. Among the most popular solutions are:

• Microsoft SharePoint – a popular tool that enables collaboration on documents, their classification and document lifecycle management.
• Alfresco – an open-source platform for enterprise content and document management.
• M-Files – a tool that allows you to automatically classify and manage documents where you create them.

Content management systems

Content management systems (CMS) also offer features to support on-site records management. For example:

• WordPress – a popular CMS that, thanks to add-ons, allows you to manage documents and data directly on the site.
• Drupal – a more advanced CMS platform that integrates document management with other website features.

Challenges of on-site records management

Despite its many benefits, onsite records management also brings some challenges:

• Complexity of management – The implementation of on-site records management requires a complex configuration of systems to ensure that data is properly classified and secured.
• Security – while this solution can improve data security, it also requires additional measures, such as a firewall, VPN program, or advanced computer network monitoring systems.
• Team collaboration – too many content management systems can lead to document management chaos, so it’s crucial to choose the tools that best meet your company’s needs.

Best practices when implementing on-site records management

Analysis of the company’s needs

Before a company decides to implement on-site records management, it should carefully analyze its needs and existing IT infrastructure. It is important to consider such elements as:

• Number of documents kept by the company.
• Types of documents and records to be managed.
• The complexity of documentation business processes.

Choosing the right software

Depending on the specifics of the business, companies should consider investing in dedicated software, such as Alfresco, M-Files, or Checkmk. It is important that the software is scalable and flexible to allow for further development of the IT infrastructure.

Ensuring data security

Security of the network and stored data is a priority. Companies should implement solutions such as a web firewall, VPN top and antivirus software. The best antiviruses, such as Bitdefender and Norton, offer advanced protection against malware and cyber attacks.

Regular training of employees

Effective records management at the site requires regular training of employees in:

• Using document management tools.
• Adherence to security policies.
• Awareness of threats such as ransomware and malware.

Frequently asked questions

1. is onsite records management appropriate for every company?

Yes, the solution can be implemented in most companies, regardless of their size. The key, however, is to tailor the tools and processes to the specifics of the company.

2. are there free tools for managing records in place?

Yes, there are open-source tools such as Alfresco that offer free options. However, for larger companies that need advanced features, paid solutions are recommended.

3. what are the main risks associated with on-site records management?

The main threats are cyber attacks, malware, and human error. It is important for companies to invest in IT security, including advanced antivirus software and employee training.

4. does on-site records management require a large investment?

Not always. Much depends on the scale of the company and its needs. Small companies can implement basic tools without much cost, while larger organizations may require more advanced systems and solutions.

5. What industries are most likely to use on-site records management?

The most common industries are IT, finance, insurance and the public sector, which must comply with strict data storage regulations.