Records Management System
Reduce physical document storage & movement
Avoid losing important documents
Track documents given out to employees
Reduce errors and rework
Quickly locate your documents and files
An organization’s records preserve aspects of institutional memory. Even in the era of digitization, organizations are required to maintain copies of physical documents for various reasons like statutory, client audits, R&D records, manufacturing records etc.
Organizations must maintain Records Room operations for managing the physical records. Records Rooms need to be managed efficiently for quick and accurate response to requests from other departments. DocPro Records Management System (DocPro RMS) is the right tool for managing records room operations of any size.
In determining how long to retain records, their capacity for re-use is important. It’s an expensive affair to maintain physical documents as records room need to have environmental control systems, pest control, fire retardant systems etc. to ensure that the physical documents do not deteriorate or get destroyed. Apart from this access control systems must be implemented to ensure that the documents do not fall into the hands of unauthorized people. Organizations are not only required to track all the files individually, but also maintain a storage space and hire professionals to keep an eye on those.
Records management policy is necessary for any organization to know what documents to keep and for how long. Some documents are stored out of the organization premises to save space, whereas some organization also uses document management system to manage this data. Management of records without any software system becomes tedious for accessing or retrieving any data when needed as the location of containers consisting items or items themselves may be difficult to remember. If the data is maintained on some simple systems like notebooks or spreadsheets then there is the threat of misplacing, losing, overwriting or deleting, which may compromise the entire record room operations. DocPro Records Management System is your best bet to ensure that your record room operations are perfect.
DocPro Records Management System helps you to maintain all the details of items and keep all those in a central repository. DocPro RMS helps you to maintain accurate, reliable and useable records that can help increase in the efficiency and effectiveness of the business practice. DocPro Records Management System provide systematic control of all records, regardless of storage medium, from creation to disposition. It helps you sort out your records, enabling you to capture, store, control, and deal with the information the records contain. The tedious procedure of manually locating the item or searching for the location of item through records in registers is eliminated.
Authorized user can also track the capacity of locations, whether the location is occupied or more items can be added to the location. DocPro records management software helps you create and manage workorder requests. Users get access to real-time data as DocPro RMS has features for updating information using processes like pick validate, delivery update and destroy update.
Considered a key component of operational efficiency, DocPro records management software adds more value to organization’s information assets.
For more information about DocPro RMS, Please download following PDF file.
Advantages of DocPro Records Management System
Manual Records Management
DocPro Records Management
|Error prone processes. Increased cost of rework and lost productivity.||Best practices are implemented implicitly when you use DocPro RMS. Improved productivity.|
|Important documents and files get misplaced or permanently lost.||No fear of losing your important documents ever.|
|Searching takes time. Dependent on human memory or using spreadsheets which is error prone.||Tracking of all documents at your fingertips. Quick Search and retrieval.|
|Highly dependent on the person in charge of records room. Prone to human errors.||No dependency on personnel. System ensures processes are followed.|
|No audit trail available.||Each and every activity is maintained in the audit log.|
|No alerts and notifications.||Alerts and notifications for exceptions.|
Add, search and track items (files/folders/containers)
Submission of requests to Records Room by users
Add items to locations, move item to other location
Real time access of workorder status
Bulk data import for new items, re-filing items, item and location movement.
DocPro Records management software brings numerous benefits to your organization and helps you and your organization become a big success.
Organizing information for retrieval when needed
Elimination of redundant data
Long term retrievability
Protecting records that are essential to critical business operations
Control the generation and growth of records
Increase productivity and accountability in the organization
Cut costs, save time & efforts
Litigation risks are minimized using records management
By providing easy and better access to relevant records, it helps in better governance and corporate decision-making.