The Various Types of Electronic Records Management
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The Various Types of Electronic Records Management

By CIOReview | Wednesday, October 27, 2021

Electronic records management is a critical component of any company's administrative function, large or small.

FREMONT, CA: Records might be critical to a business's success, which means that managing records requires considerable care, attention, and forethought. Although not a novel concept, the game has evolved in recent years in response to changes in the way records are made and what constitutes a record. Today, almost all new records are made electronically—they are "born digital." Whether a record is in the form of a letter, an email, fax, a web page, or another type of transaction, it is likely to be made using one or more computers initially. In records management terms, at least, this is a scenario that has snuck up on us quite quickly and unseen by some businesses.

However, it is not just the transition from paper to digital that is accelerating the adoption of Electronic Records Management (ERM).

Below are some of the ERM’s primary business drivers as follows:

Compliance: Compliance has been the primary business driver for ERM during the last few years. This is a relatively ambiguous and occasionally all-encompassing term that refers to various items in various contexts. Organizations of various types must adhere to a variety of regulations. These needs arise from the following:

- Laws

- Regulations

- Policies

- Standards

- Excellent practice

Effectiveness: Effectiveness means 'doing things better and 'doing things more prudent for the business or organization, but it does not necessarily result in cost savings. Increased effectiveness can boost a business's competitiveness or enhance the reputation and image of an organization. Several examples of the effectiveness that ERM provides include the following:

Records Are Never Lost: Once a record is kept adequately in an ERM system, it is never lost. With any paper-based system or informal storage mechanism for electronic documents, some records will inevitably become lost, prompting personnel to waste time and effort searching for them.

Sharing Records: ERM systems enable several people to read a record concurrently, whereas paper records allow only one reader.

Quickly Locate Records: ERM systems often include many methods for locating certain records or correspondence items. For instance, you can typically search records based on their text content, author name, receiver name, or title.

Obtaining the Complete Picture: As long as all necessary records have been recorded correctly, there should never be any doubt that the collection of records returned in answer to a query is complete and current (naturally, if some records are not filed correctly, then no system can help; though even here an ERM system can provide some assistance, by providing an entire text search facility).