Re-Tool Your Q4 Records Management Strategy With DOMA Digital Transformation

Simply put, an electronic records management (ERM) strategy is a set of guidelines that help dictate how your organization handles electronic documentation. ISO standard 15489: 1 : 2016 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.  It will often involve protocols for things like:

• Your preferred management procedures and technologies
• Long-term and short-term storage policies
• Distinguishing what records are widely accessible and which need to remain private
• Creating retention schedules for archived information
• Determining who within the organization has access to which records
• Tracking record changes and creating an enforceable chain of custody for document handling

An ERM strategy will be unique to the scale and daily operations of your business. There are many things to consider beyond the above points. For example, compliance and security is a major concern for many industries. Reach out to DOMA if you are interested in a finding out more about how to improve your ERM strategy. 

Electronic Records Management (ERM) allows for better access, security, and compliance, but it requires more than just scanning content and storing it the Cloud. A successful ERM solution involves a dynamic shift in how content is generated, managed, and utilized. It can be daunting to make the leap, but DOMA is equipped to help you at any stage of your digital transformation journey.

Some of the key advantages of deploying an ERM include: 

• Faster and more accurate records retrieval – avoid hunting through file cabinets and instead retrieve documents with a quick search by keyword
• Compliance with governing bodies and laws like HIPAA, NARA, ISO, and GDPR
• Increased collaboration –  Digital documents can be shared instantly
• Better security – Unlike with paper files a good content management portal will allow you to control who accesses records and track when and where they were accessed 
• Disaster Protection – Digitizing records and managing them in the Cloud protects you from major data loss due to fire, flood, theft, or other disaster

Your organization may already have an electronic records management strategy, but when is the last time you sat down and analyzed how effective it was? Many organizations have a few procedures in place – such as uploading files to Dropbox to share or scanning and digitally filing contracts. However, this is often not enough to ensure the long-term safety of your content. Even if you have a fully realized content management protocol, there may be opportunities for significant cost savings by switching to a non-licensed based software or by outsourcing your scanning. 

Digital technologies are changing rapidly as are the workloads and the compliance requirements surrounding their use. It’s vital to periodically update your records management strategy to accommodate new needs and challenges. Likewise, taking advantage of new technologies and capabilities can further improve your day to day workflow.  DOMA can help you audit your current procedures and see where there are gaps or areas for improvement. 

Reach Out Today – Contact us by phone, email, or using one of the contact forms on our website. We will connect you with one of our experts and advise you on how to move forward in your records management strategy. Whether you need help with the Cloud or are looking for document conversion via our Digital Services, we are here to help. 

Our GSA Contract Vehicles – As a part of the General Services Administration (GSA) Schedules program federal agencies utilize our GSA contract vehicles to make purchasing a DOMA solution simple. As a GSA 36 and GSA Schedule 70 vendor, we can offer you proven solutions with a straightforward pricing model. 

Our Cooperative Contract – If you are within the state of Virginia you may be able to take advantage of our cooperative contract. Using our Cooperative Contract makes the process of procuring services simple and circumvents the need for a lengthy bidding and approval process. 

DOMA offers a variety of technology solutions designed to help make information management easy. 

• Digital Services including Scanning & Records Conversion from Start to Finish
• Cloud Services including Migration, Strategy, and Managed Services
• Healthcare Information Services designed to help with medical records review and claims development/processing  
• The DOMA Experience (DX) Software Platform is our powerful cloud-based Intelligent Content Services Platform that is delivered as a Software as a Service (SaaS) solution. It offers organizations a data-centric application to securely capture, manage, and store content across the enterprise and collaborative tools.