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Gaining efficiencies from records management software

As companies try to step into the digital age with their records management programs, they have made some routine changes and some notable changes to gain efficiencies and ROI from their records management software.

In part two of this video about the June issue of Business Information magazine, we discuss some of the ways in which companies are gaining ROI from records management software by building efficiencies into their processes and using cloud-based systems.

As Forrester Research analyst Cheryl McKinnon notes, "There is a ton of opportunity for companies to get their digital house in order [and] organize all of this massive information."

Some companies are building in efficiencies in small ways that make a big difference. The state of Kentucky, for example, is automating some workflows for certain processes like travel and expenses. This enables the sanitation department to create just one copy of a file, route it to the appropriate people for approval one by one and get travel and expense approved more quickly and seamlessly.

The state of Oregon has built a private cloud and uses a hosting company for infrastructure. By creating a cloud-based system, multiple departments get the benefits of the program without paying the high price tag on their own. Other states are able to participate as well.

"Everyone doesn't have to have their own system," said Mary Herkert, Oregon state archivist. "Because of the approach we've taken, you can share and make it so it's affordable to all. Wyoming doesn't have to have their own system; they're using ours."

The result is not only greater consistency and standardization of processes, but also better information governance.

"It creates better information management more generally and a better command of the information flowing throughout your organization more generally," said executive editor Lauren Horwitz. "It's no longer just treating records as transactional things, but viewing all this information as assets and key to your company."

For part one, click here.

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