The drive to eliminate paper from the offices of small businesses and from large corporate boardrooms is in full effect. Records management trends continue to emphasize digital content and rely less and less on the cataloging and storage of physical medium. Given that the costs for doing so compare quite favorably with the old method, investing in a digital document management and storage system has the potential to save you money for many years to come.
With that said, what are the new trends regarding electronic records management that are hitting the business sphere? In the following, you’ll likely recognize more robust forms of familiar trends – as well as altogether new ones.
- Cloud Servers Reign Supreme
The primary and indispensable feature of a cloud server is accessibility. Simply put, putting your documents on a virtual server and granting exclusive access to various parties with the provision of login details leaps over geographical and time boundaries. If the relevant parties have access to an internet connection, your business partners or employees can always refer to the files they need for any reason.
- Collaboration Is Everything
By having your high-level employees literally on the same page, they can bring their collective talents and resources to bear on a project in real-time. The act of updating documents will not make mistakes irreparable, given the editing history features available in any records management platform worthy of the name.
- Enhanced Workflow
If you’ve ever worked in a large company before, then you know how hectic maintaining a workflow between different platforms used to be in times past. Although there was project management software to facilitate the collaboration, it couldn’t integrate other platforms into it and documents weren’t shared automatically.
One of the most beneficial of the records management trends is to significantly improve workflow. The cloud storage in conjunction with powerful workflow tools that can even facilitate load leveling automatically changes the way that we work. Many records management software tools will automatically sync documents and send the right documents to the right departments without the normal delays associated with moving physical records through an approval process.
- Competition Breeds Better Services and Prices
Affordability is a godsend to just about all but the largest multinational corporations – and not even they would turn their noses up at significant savings. The improvements in electronic records management software have led to service providers tailoring the software to the specific needs of various companies, because that’s what the market has demanded that they do to remain competitive.
Just a few years ago, the costs associated with the specific tailoring of services were so expensive that only a few companies could purchase these products. These companies have benefitted enough to intrigue other developers to improve their products. Today, the ever-presence of cloud computing, maturation of content management software and other technological advancements have aligned to make these software packages much more affordable.
- Customer Access via Portals
Another one of the records management trends making waves in the industry is the client portal. With security better than ever, it has become expedient to provide your customers their own portals which they can use to access important documents, typically in a limited capacity and as chosen by the system administrator. This enables customers to participate in the discussion and also ensures that everyone is working with the most current set of documents, because they are working with the same documents.
How do these trends affect your organization? How can you leverage them to increase the efficiency of your organization and better serve your customers, employees and other constituents? These are questions you and your organization must consider. Given these trends, now is the time to move to digital records management if you have not already made the transition. Contact CASNET today for a free expert consultation.