A) Records Management Life Cycle

This topic describes the planning steps you should take to help ensure that the records management system will achieve your organization's records management goals. Here is a preview of the records management planning process:

Identify records management roles: Successful records management requires specialized roles, including:

a)  Records managers and compliance officers to categorize the records in the organization and to run the records management process.
b)  IT personnel to implement the systems that efficiently support records management.

c)  Content managers to identify where organizational information is kept and to commit their teams to following records management practices.

Analyze organizational content: Before creating a file plan, records managers and content managers survey document usage in the organization to determine which documents and other items may become records.

Develop a file plan: After you have analyzed your organizational content and determined retention schedules, fill in the rest of the file plan. File plans differ from organization to organization, but in general they describe the kinds of items the enterprise acknowledges to be records, indicate where they are stored, describe their retention periods, and provide other information such as who is responsible for managing them and what broader category of records they belong to.

Develop retention schedules: For each record type, determine when it is no longer active (in use), how long it should be retained after that, and how it should ultimately be disposed of.

Evaluate and improve document management practices: Make sure that proper policies are being applied in document repositories. For example, ensure that content is being properly audited, so that adequate audits are retained along with records.

Design the records management application: Our application includes a specialized site template, the Records Repository, which is designed for records management. Based on your file plan, design the site's libraries, content types, policies, and its record series, which defines where in the site record that type should be stored.

Plan compliance reporting and documentation: To verify that your organization is performing its required records management practices and to communicate these practices, you should document your records management plans and processes. If your enterprise becomes engaged in records-related litigation, you may be required to produce these records management guidelines, implementation plans, and metrics on effectiveness.

B) Records scanning & data entry

Huge amounts of paper documents can be difficult to manage in-house. Transforming them in to electronic documents will help, but equipment is expensive and the process time-consuming. RMS provides the cost-effective solution through its expert scanning and data entry service.

RMS scans your paper documents using fast and accurate equipment. We create easy to read electronic documents in the format you prefer, for example PDFs. These are catalogued and placed on to CD or directly to a server. The RMS system uses Optical Character Recognition (OCR) so you can perform key word searches on scanned documents. We also provide a data input service which can be used to collect vital data from your paper documents.

C) Records storage (E-Storage)

Your company's records are amongst your most valuable assets so you need to be confident about dependable security and reliable access. Many companies invest huge resources, yet retrieval is slow and files are often misplaced. RMS provides a more efficient solution through its document storage service.

Store your documents safely at RMS data facilities and you will gain better control, improve security and reduce costs. RMS's On-line Access System allows you to make searches and order retrieval 24/7. Barcode technology ensures 100% accuracy and our dedicated team of couriers deliver on time, every time. For urgent requests, we will retrieve, scan and email a pdf of your document instantly. Every transaction is entered on to a database for complete accountability.

D) Apply Transparent and Accurate Inventory Data

To achieve efficient and effective warehouse management processes, you not only face the challenge of maintaining accurate inventory data but also of providing transparency of this data throughout your organization. For this to occur, all departments within your organization need to have access to the same set of accurate inventory data. Transparent and accurate inventory data allows employees in your sales, purchasing, and warehouse departments to work from the same information, thereby ensuring greater customer satisfaction, a more efficient order handling process, and keeping your warehouse management costs to a minimum.

E) Providing Data Security

Every company is at risk from fire, flood, sabotage, terrorism and system failure. That's why a disaster recovery plan is essential. RMS gives you the perfect risk management solution with vault storage for your back-up discs, CDs, DVDs and tapes.

F) Orderly Placing of Records

Location identification will make easy by keeping documents in good order is important for efficiency. Many companies invest significant time and resources, yet retrieval is slow and vital files lost. RMS provides the perfect solution through its professional cataloguing service.

RMS specialists use barcode technology to label and re-pack your files in logical order. Important details are entered on to a database for quick searches and fast access. RMS transforms your archive in to a valuable resource, enabling your company to perform more efficiently. This service is particularly useful when you move documents to RMS's secure storage facilities for the first time.

G) Sensitive Records Shredding

When sensitive documents are ready for disposal, it's vital that they don't fall in to dishonest hands. Your company's credibility and financial safety depend on it. RMS provides the secure solution through its confidential destruction service.

RMS supplies you with secure waste containers for key locations within the office like your accounts department. Staff post any sensitive waste documents into the container and they are immediately protected by a lock or security seal. Uniformed RMS couriers collect waste regularly and transport it in locked vans to RMS's confidential destruction centres.

H) Records collection & delivery

When you need to Pick or return documents, RMS's collection and delivery service provides the ideal solution.

Simply make an order for retrieval and an RMS uniformed driver will deliver documents direct to your office. Drivers use bar code technology to record details of every consignment on to a database for total accountability. RMS has a fully equipped fleet of vans and lorries dedicated to making sure you get your files on time, every time.

I) Records Management Benefits

Quick and Accurate Service: RMS uses advanced technology to ensure a quick and accurate service. RMS application is used to quickly identify the document location which help to fast and accurate service.

Records easy to control and copy: Documents can be copied or transferred with the click of a mouse. RMS application will provide required Reports as per our request.

Records Secure Transfer: RMS use encryption to secure all transmissions. Users must verify their credentials to access files.

Felicitate Backup Storage: Lot of paper documents can fit on to a single CD so you will have more space to work. Obsolete paper documents can be disposed of through RMS's confidential shredding service and vital documents retained through RMS's document storage service.

Reduce Your Cost: RMS's service saves the cost of expensive new scanning equipment, extra staff and training. Reduces your costs and improves your customer service by speeding up the order handling process.