Document & Records management

Documents and Records Management is the process of tracking and storing documents both physically and electronically in a classified manner which can be done in a number of suitable formats. Where

Documents and Records Management Program supports the initiative to improve productivity by organizing the corporate documents and establishing the standards and controls to reliably archive and retrieve records as well as ensure compliance with external audits.

This proposal details the business reasons for considering the changes and updates in the implementation of the Document and Records Management Program. These needs are:
Documents

  1. Reduce the amount and storage of duplicate documents.
  2. Improve the ability to share documents with colleagues. Increase flexibility when accessing and using records, such as remote access and access outside normal hours, enabling staff to respond more effectively and quickly to business requirements.
  3. Reduce licensing and upgrade costs for multiple online document repositories.
  4. Improve retention of institutional knowledge when staff leave or retire. Retain information and improve access to documents in paper and electronic filing systems.
  5. More effective organizational planning through better management of and access to information.

The Documents and Records Management program highlights the importance of effective documents and records management and the opportunity for enhancements to the productivity of the business and stakeholder that can result from improved documents and records management policies, procedures and systems. Some of the goals to be achieved by the implementation are

  1. Develop a central records repository.
  2. Enable access to company records over the internet.
  3. Improve worker productivity.
  4. Improve audits and controls.
  5. Increase access and knowledge sharing.
  6. Reduce the storage of duplicate documents.
  7. Protect sensitive information.
  • Develop a company Documents and Records Policy and Procedure if there is non.
  • Train users on how to comply with the policies and procedures.
  • Develop a classification scheme or file plan that organizes files and folders into logical groupings
  • Define metadata that needs to be captured and used for searching documents.
  • Identify or acquire personnel to manage the ongoing retention and disposal of records.
  • Develop security and access controls for all documents.
  • Establish a Documents and Records, information technology management and advisory committee to deliver governance of the records program.
  • Devise a plan for vital records and disaster preparedness or emergency plan.
  • Consolidate existing systems and documents on the network file share.

Cadtech is guided by the following methodology in the implementation of the electronic documents and Records management program.

This includes

    Analysis

  • Departments
  • Document types
  • Volume of documents
  • Description of paper size (letter, legal, large format etc)
  • Description of paper type (Bond, fax, NCR, Blue print etc)
  • Indexing structure
  • Search criteria
  • File retention schedule
  • Security
  • Requirement of later scanning

Knowing the location and types of electronic documents. This consists of:

  • Department grouping
  • Document types
  • Volume of electronic documents (amount of storage required)
  • File and program type (word, excel, cad, jpeg, pdf etc)
  • Indexing structure
  • Search criteria
  • File retention schedule
  • Security
  • Location and size of Back up files.

Many emails are records of the organization. The users determine what is a record of the organization and only save these emeils into the system as they would any other type of record,with a clear records management policy regarding the saving and retention of emails and must be strictly adhered to.

There should be a details analysis performed departmentally of the workflow.

This include:

  • Servers (Type, software, processing power)
  • Server storage size (gigabytes/Terabytes), Cloud storage.
  • Network – (Type, speed)
  • Workstations (Number, speed)
  • Scanners
  • Multifunctional devices

How is the current system backed up.

  • Is there room for expansion?
  • Is there off site back up?

This details every type of document throughout the organization wether it be paper or electronic. This must include:

  • Department
  • Type of document
  • Retention period
  • Security
  • Index fields
  • Scanning importance

This can now be defined. Priority is given to each feature to help with the final selection of the Electronic Document and record management systems. These include:

  • Ability to scan documents directly into the system.
  • Import all of the different types of electronic records of the organization.
  • Enter and search by multiple index fields.
  • Import all of the different types of electronic records of the Organization.
  • Enter and search by multiple index fields.
  • Multilevel folder structure.
  • Intergrate with Microsoft applications.
  • Client server and web access.
  • Viewer for different types of files.
  • Batch upload of files with associated indexing metadata.
  • Check in/Check out
  • Revision control.
  • Work flow.
  • Email management.
  • Ability to intergrate with multifunctional device, sharepoint, GIS sysytems.
  • Ability to use multiple storage devices and servers.
  • Active directory synchronization.
  • Audit Trail.
  • Full text search capability.
  • Ability to link documents
  • Annotation and redaction
  • Local support and training
  • Zonal OCR
  • Retention scheduling
  • Autonumbering
  • Selecting and installing the right system and having it set up properly for increased productivity and capability of your organization for years in future.

New hardwares may be added such us scanners and back up devices.

  • Installation of software system.
  • Testing of software system
  • Implementation of the file classification systems
  • Assigning of users and rights.
  • Training of staff.
  • Defining of work flows.
  • Backfile conversion (scanning of documents into the system)
  • Ongoing support and training.

Some of our happy clients include: