Records management: A list of 7 resources and applications

If you’re us, you probably have a stack of physical documents as well as folders upon folders of electronic documents that you’d love to get organized and filed away in some sort of system. These days, many businesses operate in a kind of “hybrid” environment with both physical and electronic records.

As the new year is on the horizon, what better time than now to start thinking about your own records management systems and what you might need going forward into 2013.

We’ve compiled a list of 7 records management software systems for you to check out. As every company’s records management needs are different, this list serves primarily as a starting point for professionals to gather information and resources before moving on to that next step of matching needs with capabilities. This list was compiled through independent research and is not necessarily endorsed by UMSA, its Members or Secure360.

7 records management solutions worth looking into:

Accutrac®

As a physical and electronic records management solution, Accutrac provides integration with content management systems that support electronic records. Other features include configurable workflows for the classification and indexing of records.

File Trail

File Trail uses a browser interface for physical records management. This system manages and reduces risk for physical records management at all points in the life cycle—from creation through destruction.

Infolinx

A DoD 5015.2-certified, enterprise solution for managing the life cycle of physical records, Infolinx offers four records management levels from entry-level to expert.

PaperPort

PaperPort is a desktop records management solution built on the cloud. The systems provides scanning, storing and sharing capabilities. The company also offers a PaperPort Users Group for discussions and best practices when using the applications.

IBM Records Manager

A platform for both physical and electronic records, the IBM Records Manager is built for the Windows family and AIX. As its website says, “IBM Records Manager can be integrated with any application environment that ‘makes records’.”

Zasio

This year, Zasio celebrated 25 years in business. The company offers a suite of records management software tools presented at enterprise, professional and express levels.

Triadd

Triadd is a web-based, database-driven physical and electronic records management software solution. The company’s website boasts features such as: integrated retention, disposition, circulation, bar coding and user management.

Before choosing a records management software system, you may also want to think about the following:

• What is your current records inventory and what are your storage needs?
• Do you need physical records management, digital records management or both?
• Do you need a system that supports multiple users to log-in/access the information?
• What backup procedures or protocols will you require?
• Do you prefer auditing services to accompany your RM application?
• Is document workflow an important or necessary feature?

There are also plenty of records management companies out there to assist you in making the right decision based upon your needs when it comes to your own company’s records management.

What have you found to be successful when it comes to your company’s records management system? Are there applications that have worked well for your needs? Please share them in the comments below!