Laserfiche Records Management

Records management is the systematic process of managing the creation, retrieval, storage, and disposal of digital and physical records throughout their life cycle.

Typically, records management is driven by a need to conform to specific regulations set in place by a governing body. In order to comply with regulations and minimize risk, records must be strictly managed. This is where the records manager comes in—it is the records manager’s job to ensure that records are handled according to regulations. Any user who is assigned the Records Management privilege is considered a records manager in Laserfiche.

There are four basic components to consider when managing records:

• Regulatory compliance
• Organizing active records
• Handling inactive records
• Maintaining vital record

Why Records Management

Effective records management serves a variety of purposes and can benefit your organization in several ways:

• Increases the efficiency of locating records via records management searches.
• Identifies permanent records and vital records.
• This prevents important records from being lost or inadvertently destroyed with no method of reconstructing the lost information.
• Makes sure record-keeping practices fulfill legislative and regulatory compliance requirements.
• This allows companies and organizations to prove that proper and/or legally-required retention practices are being and have been followed.
• Records management helps to assure the proper handling of records that are mandated to be accessioned to archival agencies.
• Makes sure records are available if requested by judicial orders.
• Audit events: Records Management Actions
• Audit events: Records Management File Plan
• Makes sure records are available for an appropriate amount of time before being destroyed or accessioned; prevents inadvertent or unauthorized destruction of records; and, ensures outdated or unwanted records are destroyed at appropriate intervals. (This also prevents storage space from being used unnecessarily.)
• Ensures records are made read-only as appropriate.
• This prevents inactive records from being modified.