Effective records management is a challenging task. Records managers often have to balance a complex array of logistical, budgeting, operational, and legal requirements. Ideally, electronic records management (ERM) systems should help. They can automate many tasks, speed up the records management process, and increase overall accuracy. The result is a bounty of benefits: cost savings, productivity gains, and more.
However, ERM systems can present their own issues: they add new layers of complexity, they’re not all equally effective, and even very good systems can fail to produce desired benefits if used improperly. But how do you know when it’s time to call in some help with your system? Here are 7 red flags.
You can’t find records.
Whether it’s because the records are there but you can’t find them, or they’re not there to be found (they were erroneously removed or not captured in the first place), an inability to produce business-critical documents at need is the first and most important indicator that your ERM system may need work or your organization may need help.
You cannot produce relevant documents or data during legal discovery or audits
It’s one thing to be unable to produce records for normal business operations; that’s bad enough. But it can be catastrophic if records cannot be produced for legal proceedings or regulatory oversight.
High error rates make the system unreliable.
According to business analysis and consultancy group Aberdeen, organizations that use formal document management solutions and systems see 30% fewer errors than those that don’t. If your system’s error rate is increasing or is unacceptably high, that’s a red flag.
Your ERM system repeatedly suffers unplanned downtime.
If business operations rely on the ERM system being continuously available, downtime can be disastrous – potentially resulting not only in disruption to normal workflow but also increased work delays, staff overtime, and user/citizen frustration. If this happens repeatedly, it’s time to revisit the solution.
The system is not keeping up with security issues.
As more data takes digital form, digital data theft rises too. The number of annual data breaches has increased from a few dozen in 2005 to 1,473 in 2019. Modern security threats are proliferating; is your ERM being appropriately updated and maintained to keep up? If you’re unsure, a security review or audit may be helpful.
Your system is trying to do everythingbut isn’t set up for all of it.
Many ERMs overpromise what they can deliver. In other cases, users try to make their ERM do more than it was made to handle. For example, are you trying to manage both paper and digital records from a single solution that wasn’t made for that? A new system that better addresses your complete needs can help.
Your users aren’t happy.
Another key red flag: your users simply dislike using the system. ERMs don’t have to be ugly, difficult, or confusing. When implemented well, they are user-friendly. Indeed, it’s not just the organization that should see time benefits and new efficiencies from a good ERM; individual users should too. If they’re not, it’s time to take a second look.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit https://www.penielsolutions.com or email info@penielsolutions.com.