Document and Records Management

Simplify the capture, management, security, and access to your business information.

Electronic Document and Records Management Systems (EDRMS) can assist with providing structure and unification to the wealth of information in your organisation.

What can you do to bring order to your business content?


Content creation, collaboration and sharing across the business.
Most organisations have at least one, if not many, different types of content and document management systems in place, but this content is predominantly located in siloed locations, which are disparate applications across the business and not connected.

There is also an ever-increasing diversity of content sources - traditional paper documents, Microsoft office documents, email, chat, social media, websites, wikis and more are used in conducting business. Users are demanding to access and author information, from inside and outside the organisation, using a broad choice of devices.

A document management system can help your organisation to rise to these challenges efficiently.

Securing your business records appropriately.
Business communications are becoming more diverse and informal making it difficult to keep accurate and complete records. At the same time most organisations need to meet regulatory requirements to store and secure certain records, often for quite a long time.

  • Is your organisation meeting its regulatory compliance requirements for record keeping?
  • Are you prepared for an investigation or audit?
  • Could you to respond to a broad ranging legal discovery request without it being a very costly and onerous exercise?
  • Would your organisation be able to provide clear and accurate evidence to support winning a legal case?
  • Just as importantly, would old records have been disposed of at the right time, to prevent these being drawn into cases unnecessarily?

A records management system can give you the confidence that your record keeping is under control.

Our experienced team can assist

Document and records management is not easy and becoming more complex with each new advance in the way people use information and communications technology. Our experienced consultants can help you understand the best approach in the world of today and design and deploy solutions that meet the specific needs of your business.

FEATURES

Ten features of electronic document and records management systems and how you can benefit

1.

Broader availability of organisation knowledge

Helping you to leverage the wealth of information for collaboration, customer service, skills transfer and business intelligence

2.

Ability to consolidate and search information that has been created from many sources

Includes more informal sources such as email, chat and social media which nonetheless contain important business detail

3.

Ability to access information from outside the organisation and from mobile devices

Productivity is not restricted by location

4.

More consistency of shared information

Making it easier to find and use the information

5.

Improved efficiency of document keeping processes

Reducing the load on staff

6.

Elimination of duplication and managed retention and disposal

Reducing storage costs

7.

Ability to define who can see content, and knowing who has accessed the content

Protects content from inappropriate use

8.

Ability to join document management with workflow

Automates business processes

9.

Agents have more complete information at their fingertips

Better support for call centres and front of house operations

10.

Teams empowered to share, access and work together on documents across distances and with version control and tracking

An important step in becoming a more collaborative organisation

BENEFITS

  • Time spent searching for documents can be greatly reduced.
  • Having access to the documents you need when you need them, regardless of what device you are on, can help drive significant improvement in how you can go about your business.
  • Automating processes that route content for review and approval to a user's mobile, tablet or desktop helps to reduce the red tape and bottlenecks that typically add costs to business operations.
  • When integrated with presence information content from the communication tools can be captured and managed. This can help improve time to sales and interactions with customers.
  • Ability to store, protect, access and destroy records in an orderly manner without this being a financial and operational burden.

TECHNICAL OVERVIEW

Optus Business has extensive experience with ERDMS implementation for HP Records Manager and Microsoft SharePoint.

Contact us to discuss your requirements today.

Support FAQs

Document Management

Controls documents (created from a variety of sources) from the moment they are created until they reach end of life, with all supporting materials.

Allows users to collaborate, check stored information, keep track of different versions and search for information on associated topics.

Records Management

Manages identification, categorisation, retention and disposal of the documents that provide evidence of the functioning and policies of the organisation. Records often have associated compliance requirements.

A document, such as a contract, may undergo various revisions in draft before becoming the final document. Together with any supporting material that provides evidence of the transaction, that document becomes the record.


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