What is Records Management?

By definition, records management is “responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records” according to record-keeping and management of the United Nations. This can be further simplified as the supervision and administration of digital or paper records regardless of format.

A record can be any form of content that documents a business transaction, like:

  • Correspondence, agreements, and contracts created through business operations
  • Requests and collaboration which require additional action
  • Templates, procedures, training plans, and calendars to assist operations
  • Regulatory and status driven process and documentation
  • Case files, contracts, and grants that support finance and legal requirement  


Why Many Must Practice Records Management

Federal employees and agencies are legally required to manage and keep record of their work. The National Archives and Research Administration (NARA) lays out specific requirements that must be abided by to comply with federal laws and regulations. Some of these include providing proper documentation of the organization’s functions, policies, decisions, procedures, and essential transactions of the agency, establishing safeguards against the removal or loss of records, and maintaining an active program for management of records for the agency.

Benefits of Having Your Records Stores Electronically

In general, having detailed records management contributes to smooth operation, facilitates more effective service and performance, and protects records from unauthorized access. By moving your records into an electronic interface, you can achieve even higher levels of customization and efficiency. This will provide improved storage, retention and disposition for all records. Disposition is the final stage of record management in which a record is either destroyed or permanently retained archived storage. 

Functionality of OnBase 

OnBase is a product developed by Hyland which aims to provide exactly this. The purpose of this information platform is to manage your content, processes, and cases. OnBase centralizes all forms of records into one secure location and delivers relevant information to you when you need it, wherever you need it. This would add value to your business by making your records accessible from anywhere, providing them with increased organization, and adding higher levels of versatility. OnBase provides low-code solutions which save time in content development and configuration. It can also be accessed from virtually anywhere, as it can be deployed into the cloud and all records can be reached from mobile devices and integrated with existing applications.

NPS is Your Next Solution

Hyland partners with smaller, privately-owned businesses like Next Phase Solutions (LLC) to resell their products and form individualized solutions. NPS provides your company with the ability to automate business processes and manage important content while enabling employees to make better, quicker decisions. Overall this results in better customer service and records management. Next Phase Solutions is a woman owned small business with a team of expert professionals who have over 20 years of composite experience in creating effective, custom solutions that best fit your needs. We are well experienced in adding flexibility, maintaining records security, and transforming storage expectations. With our extensive experience and dedicated customer care, we have set ourselves apart from competitors through more flexible and customized solutions, tailored to remove your company’s current pain points. The future of work is virtual as well as the storage and security of your company’s records. Make the switch to our electronic, highly intuitive form of records management today and see what a difference it makes in user efficiency and overall company success. Learn how our records management solutions may best fit you and your company at www.npsols.com or reach out for a demo through npscorp@npsols.com.

Image by myrfa from pixabay