Nowadays companies are facing the toughest regulations they have ever seen. Indeed, such legislation is emerging all around the world. Now has come the time to revolutionize companies’ retention strategy, which inevitably involves Electronic Records Management (ERM) and Records Information Management (RIM).
Business Document’s life cycle
What is it all about?
Business documents have a life cycle divided into different stages, which often ends with documents’ deletion. For many departments, documents remain under specific regulations and must be kept a certain amount of time:
- Human Resources (resume, employee information, …)
- Legal (contracts, agreements, …)
- Financial (tax invoices, rental bills, …)
- And more…
Why records management is important?
As previously said, companies must keep documents depending on their type, and their repository should comply with government regulations, agreements with stakeholders, or simply the company’s retention strategy. Indeed, companies should not unnecessarily keep documents archived; it costs a lot of storage space and they could be penalized by retaining a document too much or not enough time. Therefore, records managers have to check that documents are removed in good time to avoid legal risks.
Besides, when records management is electronic-based and automated, it benefits companies in many ways. Not only it simplifies records retention processes, but it also centralizes all relevant documents so that they can be easily found, without letting people not allowed to modify anything. But above all, it generates important cuts on costs by avoiding expenses on extra storage space, or even physical drawers and filing cabinets. Additionally, the time saved provides records managers with great efficiency.
Our DMS offers a powerful life cycle feature
In just a few steps, records managers can effortlessly deal with documents’ retention with Open Bee DXP life cycle module:
- Step 1: Set a retention rule by on document’s type or folder,
- Step 2: Assign dynamically retention criteria (activation date, retention time, permissions),
- Step 3: Records managers get a notification when the document is expired, to choose whether they want to delete it or hide it only,
- Step 4: View the history and export it in CSV format for integration in other business software,
- Step 5: Create a report for audit,
- Step 6: Delete/modify a retention rule according to changes in legislation or the company’s retention strategy.