We know, even though records management is reducing risk and adding convenience, it’s not a topic everyone can get excited about. Lack of resources, lack of funds and lack of senior level support for programs are just a few of the major challenges plaguing records management.
However, managing records via a mobile device will help to drive down costs, so technology is helping to address some of the roadblocks. At least, this is what they’re learning in Tompkins County, New York where the clerks office realized going mobile could help them more effectively deal with their 200 years of records.
Instead of barcoding 9,000 boxes of records and finding a storage facility to store the boxes in, the clerks office invested in a Laserfiche documents processing system. This option costs them a half million dollars, but it also saved them $5.5 million on records management in the long run.
The Laswerfiche document processing system works quickly and makes court records available electronically the same day they are created. Documents can be accessed on laptops and other mobile devices. Documents can also be scanned in with mobile devices, further saving time in filing.
Sure, bins and boxes work for storing records, but there’s a better way. Imagine near instant access on mobile devices to records just created; that is a reality that trumps paying for storage and physically sifting through years of records to find the ones you need.
Compared to cloud-based records management options, the Laserfiche system may seem antiquated, but many are still finding it to be a cost effective way to manage records conveniently. If your records management budget it lacking, it could be a viable solution for your organization.