Establishments of all types - regardless of industry, size or geographic location – go to great lengths to structure, ensure availability, secure and when appropriate, destroy business-related information.
Not only do companies need to manage their records efficiently to compete effectively, but many other institutions or organizations (including public administration, regulatory agencies, pension funds, justice, quality management, etc.) require compliance with various standards, as well as access to specific information, complete databases or even the disclosure of all account records. The cost for all of this management and compliance is considerable.
Records are still stored on paper in our ‘paperless’ office, but they are also stored on different media in a wide range of formats. Regardless of whether they are in electronic or physical form, records need to be managed efficiently, securely and with the least effort possible. Hybrid data storage is a central issue. High availability (made possible by a global infrastructure), stability and reliability of the records stored over a long period as well as well though-out procedures, that conform to regulatory and legal requirements, are the foundation of an effective information management policy!
An Expensive Reality:
How quickly can you find specific data in your onsite archives or within the various drives of your company’s computer systems?
The more unstructured stored physical or electronic documents an institution has, the greater the amount of time is wasted on trying to find information. As we all know, time is money.
Many companies and institutions lack well-defined storage plans. A proper plan must include: a structured classification system, clear retention schedules, records-responsibility and ownership, and last but not least, efficient records- management processes.
It is also a fact that it is common for workers to mistake old, outdated records for the up-to-date master record. This can lead to severe consequences up to and including loss of ISO certification.
The reason for most of these issues is lack of knowledge, misinterpretation (like equating “archiving” with “backups”) and rationalizations by the professionals in archiving. Giving the IT organization the responsibility is another source of problems, archiving has more to do with business logic and processes than with technology.
All diese Aspekte führen zu Ineffizienz, Erhöhung des Riscs und zu enormen internen (meist nur teilweise wahrgenommenen) Kosten.
The potential savings during the life cycle of information is enormous when you consider that:
- Up to 90% of the physically and electronically stored information is not the master (meaning current or official version) and will thus consist of so-called non-records or shadow series (older versions of master)
- The search for records takes up to 20% of each employee’s working time – every day!
- Badly executed records-administration can absorb vast amounts of resources
- When there is a lack of records-management processes, it results in records being embedded in the taxonomy years late. This generates a great deal of additional costs for the organization
- Records are rarely disposed of in a timely manner or in conformance to regulation
The Justification to Invest:
When it comes to data design, dossier creation is a basic part. The dossier is the central issue for modern data management. It is only through the creation of dossiers can we get a grip on the huge problem of data redundancy (data flood)
Sispace AG brings dynamism and intelligent solutions that break down these barriers to efficiency. We design and implement efficient data structures in enterprises, as well as train the workforce. This leads to an enormous increase in efficiency. Our experts ensure modern data design which accurately connects existing and, at the same time, prospective business processes with the records management process.
The external conditions are now better than ever: both the legislation and implementing provisions (see OR / GeBüV) as well as compliance (standards and best practices in all sectors), software manufacturers (DMS / RMS) and education (universities, colleges and various courses) offer companies with clear prerequisites, assistance and tools.
Forward-looking data design:
The goal of records management is: The cleaning up and managing of all your company information landscapes, electronically and physically.
Cleaning up the past should be organized to be as efficient and modern as possible, so that large remnants of archive units can be transferred into the new RM-environment.
Challenging cleansed daily business requires an integration of the RM processes into the business processes and permanent involvement of the workforce.
Cleaned up into the future means maintaining a modern hybrid RM-environment, which is managed electronically.
Dossier education, data redundancy, life cycle, searching aids, compliance ....
Modern companies and administrations are concerned about their information management.
How to do it is up to you – we’re happy to help
The Sispace solution: The result of customer needs, expertise and global RM-standards
What is Records Management & Life Cycle Management?
Records management is concerned with the regulation, implementation and monitoring of business-related information (physical and electronic), so-called "Records".
Records Management ensures:
- the usability of socially relevant information in everyday business.
- the effective and efficient pan-organizational information access (spatial)
- life-cycle management (over time)
Records Management helps:
- ensuring compliance (meeting legal and regulatory requirements)
- establish public credibility
With the help of records management solutions, the implementation of business processes throughout the life cycle from creation to deployment to the deletion and disposal of records is standardized and automated.
The requirements for the archiving of documents, plans, laboratory samples or track records have risen sharply in recent years. International liability lawsuits, tougher legislation and a variety of new storage media and data carriers have increasingly led companies to invest in records management and governance.
Consulting
Archive Conversion
Offsite Archival
Data Protection