Evaluating Records Management Alternatives—White Papers

Evaluating Records Management Solutions: 10 Things You Need to Know

Evaluating alternative records management solutions can seem daunting. There’s a great deal at stake—legal/legislative compliance, litigation management, business risk management and operational efficiencies. However, it’s easy to avoid the pitfalls and arrive at a successful outcome if you follow a thorough and organized process. This white paper walks through 10 key areas to consider when evaluating a Records Management System (RMS) solution, including technology standards, operational needs, compliance issues, risk management, chain of custody, and the lifecycle management of records and content. If you are charged with either evaluating various solutions or assuring the selected systems meet the organization’s needs, this whitepaper and system feature checklist can help you thoughtfully plan your process—and put you on the right track for a successful project.
 

Understanding and Selecting the Right Tool for the Job: Comparing Records Management Systems, Enterprise Content Management Systems, and Enterprise Information Portals

Capturing, managing and protecting corporate records is serious business. New laws, tighter industry regulations and increased scrutiny have prompted development of new software tools to manage various problems. Finding the right product requires understanding that content and records are fundamentally different. Content is simply structured or unstructured information or data that can be accessed and used in a variety of ways. Records are official versions of the facts—be they vital records (such as birth certificates, permits, etc.) or non-vital records (such as meeting notes). Records generally need to be preserved, intact, and have strict compliance requirements regarding disposition, retention, auditability and destruction. Failure to manage their lifecycle properly can carry stiff penalties, so using a system created to handle the unique lifecycle management needs of records is critical. This white paper clarifies the applications for evaluating records management solutions vs. enterprise content management systems.

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