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Secure360

Records management goes mobile

June 25, 2014 by Secure360 and UMSA

RecordsManagementThings have changed; we’re living in a mobile world. Mobile is changing the way we live and act, and it’s bringing up a number of security concerns along with the conveniences.

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.

Saving money

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.

Saving time

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.

Filed Under: Business Continuity Management, Physical Security, Cybersecurity, Professional Development, Risk and Compliance

About Secure360 and UMSA

The Secure360 and UMSA team is made up of professionals in the security and risk management industries. Topics of expertise range from physical security, IT, risk management, cybersecurity, cloud, information security and records management.

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