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Today, businesses rely heavily on electronic records for just about everything—from scanned documents and emails, to web pages and instant message conversations. The growth of these electronic formats can give you a huge headache, especially when you keep large volumes of paper records at the same time. The reality is that records management can be quite a complicated process, and most companies simply don’t have the resources or experience to handle it successfully. Reliable solutions like Williams records management and similar services make sure that an appropriate record management system is in place in your organization. If you are transitioning to a fully-electronic record management environment, perhaps the most important question you’ll have to ask yourself is which physical records should be migrated to this new environment and how this should be done. For records that are already in electronic format, you would have to plan ways to organize them for retrieval and for sharing within your organization. The problem of version control is likely to arise, especially with documents that receive sporadic updates, so you’ll have to do something about this as well. Finally, you must map out a strategy that brings all the separate elements together into a cohesive whole. A record management company will work with you to understand your record management needs. They will study how information and records are currently used and organized in your organization. They will also determine how and where information is stored, and ask you how you would like to use and organize them in the future. When they have all the information they need, the record management company will propose goals, milestones, and roadmaps for your record management system. An effective record management program should be able to help you with all areas of electronic records management. Services like William records management and similar solutions from other reliable companies can take care of everything for you—from converting paper records to electronic formats and managing shared drives to designing and implementing record management software. Hire only a reputable company so that you’re sure all bases are covered. Managing records electronically is the way to go in this increasingly wired world. Be sure, though, that your electronic record management system is designed and implemented well so you get the most of out of the migration exercise. For more information on how electronic record management systems work, visit aiim.org/What-is-ERM-Electronic-Records-Management.
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