When systems are implemented in isolation, where there isn’t a common interface or synchronisation between systems, important information could easily get lost or is not used to its maximum benefit.
In the past, an accounting application, a customer relationship management system, a warehouse system was implemented, possibly at different times, by specific divisions within an organisation without too much regard for connectivity or synchronicity between applications.
In today’s competitive climate there is a realisation and a requirement for core systems to work together at some level, for example, any application with a financial module needs to interface with the main financial system. This eliminates duplicate data entry, reduces errors, enables effective data analysis and reporting and provides the big picture as opposed to pieces of a jigsaw.
There had also been a tendency to shop around, to purchase solutions across vendors, rather than from one vendor. The “don’t put all your eggs in one basket” mentality or the notion that this would keep vendor’s competitive with their costs and provision of service.
Again ideas are changing. Relationships are now important and a customer like and want the vendor to understand their business, and vendors know they need to develop a lasting relationship with their customers to retain their business.
Finding a vendor who can provide a range of services, who is prepared to listen and learn about your business is good management and fundamental to being successful.
Records management encompasses records in both hard copy and digital formats, which can present problems unless a unified approach is implemented.
Grace Information & Records Management (GIRM) has a long history of secure records storage and secure destruction. Add to this, their comprehensive digitisation capabilities, a web portal and in-depth knowledge of data retention legislation, and you have one provider for all major aspects of well-managed records.
Many organisations have storage issues with the amount of paper they have accumulated, the space it occupies and then locating information quickly when it is required. Offsite storage is a potential solution, but what happens when a file or document is needed? A responsive delivery service or ad-hoc digitisation is the answer, the latter is, of course, the quickest method and a digital copy is then available for the future.
Back scanning of material which is frequently used in a number of locations and must be kept for legal reasons is a sound decision for a number of reasons, one of them being accessibility. Keep storing other records and securely destroy any material which doesn’t fit the essential “to keep” criteria. It can all be done by GIRM in both city and regional areas around Australia.
Outsourcing to a specialist provider removes a burden on time and resources in-house, resources which can be better used to perform core business functions.
Streamlining records management in this way means only the viable, important data is retained and you gain the benefits of cost saving and increased efficiency.