Overview of the Functioning of Records Management Software
Records management software come in many forms and each have different functions, but the main function of all such software is the maintenance of records during their lifecycle. A record lifecycle starts when an electronic or paper based document is created and ends when such a document is discarded or deleted. In the period between its creation and deletion each such record needs to be managed, secured against unauthorized access, provide easy access to users and give people with the right access permission to edit it. All these functions are performed by records management software. In the case when scanned images have to be managed by such software specialized technology is also included. In most cases this technology is based on optical character recognition which captures printed text from documents. When advanced technologies such intelligent character recognition (ICR) are included in records management software it can even be used to manage scanned images with handwriting on them.
Features of Records Management Software
One of the most important features of records management software is the ability to deal with scanned images of paper documents and convert them in text searchable documents with indexes, which ultimately make such files easy to locate. Another feature that is all important in records management software is the ability to provide security for all records whether they are active or inactive. Many such software packages currently even help identifying information that needs to be captured from documents, and even aid in the development of records storage plans for organizations. Also as their features have improved, records management software are proving to be a good means by which time can be saved on distributing records.
Time and Money Saved by Records Management Software
Records management software packages are increasingly helping organizations save money on data entry, data storage and data transportation. As all this can be done faster in an electronic environment by using such software and technologies that it contains. Also as better regulatory compliance can be obtained by using such software more and more companies are finding them an attractive option.