The words “document” and “record” are often used interchangeably, but in professional settings, they are actually different things. If you’re looking for management solutions for either or both, it is important to understand the differences so that you know what your options are.
Is It a Document Or a Record?
Documents are works-in-progress. They are ‘live’ information and can be added to, edited, and updated. Examples include business plans, internal audit schedules, supplier lists, and procedure documents. Records are a final, official file, and they cannot be modified or recreated in the event they are damaged or destroyed. Examples include employment contracts, payroll records, and OSHA logs. Records are subject to legal requirements and (since they can’t be recreated) need to be securely stored on a backup system. Documents are not subject to specific industry regulations since they can be changed.
Since documents are active files, they need to be easily accessed. The paperless solution that many businesses are turning towards is DMS (Document Management System) software. DMS software should provide version control, so that files are always up to date in the system as they are used and edited, but a back up of previous versions is available. It should also act as a digital file cabinet where you can store files in a central location but also search them easily with a keyword search. Finally, the system should allow you to index and organize your files to make things easier to find.
Since records are not live, they need to be accessed far less frequently than documents, usually only for reference. Instead of scanning them into their own system, many companies opt to keep their records safe and secure with offsite record storage, where the records can be kept out of the way but still be retrieved when needed. Any record management service will have to be able to comply with laws that govern the storage period for your industry’s records. You’ll also want a system where your records can be quickly and easily accessed, like with a barcode labeling and tracking system. Other features should include climate control, fire suppression, and around-the-clock monitoring to keep your records safe. Finally, another good feature to look for in a service is onsite shredding, so that files can be securely destroyed once the retention period has expired.
About Micro Records
Due to our companies outstanding 2017 sales, Digitech Systems has selected Micro Records Company as A 2018 Gold Star Partner! Micro Records can help your business transition to a paperless way of life with quality e-forms and technology. For more information about how we can help your business utilize proactive monitoring, transition to doing things digitally, get rid of sensitive documents securely or benefit from new technology solutions, visit us online or give us a call at (877) 410-SCAN. For more tips on transitioning your business to paperless technology and going green, follow us on Facebook, Twitter, LinkedIn, Google+, YouTube, and Flickr.