RecordPoint is happy to introduce Physical Records Management for Records365. This latest feature module allows you to manage all your organization’s content, including physical and electronic records, in one federated workspace. This is the first wave of many releases focused on Physical Records as we work to deliver the best Physical Records product in the market.
Almost every organization has paper records in some form. They probably even have an established process for managing paper records. The challenge is to integrate your paper and electronic records together, so you aren’t having to manage multiple records systems, with multiple files plans and sets of policies.
Another benefit of physical and electronic records integration is that you can define relationships between physical and electronic content, and even group both types of assets together in a single folder or container.
Delivering Federated Physical Records Management
You can now create and manage physical records, folders, and boxes in Records365. These physical assets can then be managed with the same rules and policies as content from all other sources, including Office 365, SharePoint, file shares, Box, and many more. Alternatively, you can create specific rules and policies to only manage physical content.
Flexible Configuration for Physical Records Management
To facilitate the creation and management of physical assets, Records365 provides you the ability to define an unlimited number of profiles for physical records. Where organizations have a varying array of physical assets across business units or departments, these profiles will allow each asset to be defined so that it can take on its own metadata profile. It will even allow each profile to have its own security definition.
Hierarchical Location Management for Physical Records
Tracking physical assets throughout an organization is one of the more important aspects of physical records management. Records365 has a hierarchical-based location management service, allowing organizations to build a relational taxonomy for locations. Each location can be tagged with a unique barcode to allow for integration into the scanning and movement tracking capabilities of Records365, which will be introduced in a future release.
Barcode Generation for Physical Assets
We’ve also introduced barcode generation for physical assets and their locations. Built to provide a richer experience during the scanning process, this allows scanning to be performed without requiring barcode scanning-specific software.
We support several barcode types, including traditional barcoding standards (Code 128 and 39) and the Quick Response (QR) Code type for barcodes.
What is Coming Soon for Records365 Physical Records
As we mentioned, this is the first wave of many releases focused on Physical Records. Here is what you can look forward to seeing in future releases.
- Manual Classification: Provides the ability to assign record categories at time of creation for physical assets. It provides a flexible approach to applying retention for physical assets, manual classification, rules-based retention, or a combination of both.
- Flexible Relationship Model: Records365 will not impose a strict hierarchy for physical assets. For example, physical records can be placed in boxes, files, or in any combination. You will also be able to relate a physical file to an electronic file, so you can easily group together all related records assets.
- File Parts: In a future release you will be able to quickly create a template for physical record properties and metadata. Simply create one box or file, and you can clone it to create another copy. This will inherit the metadata and retention policies.
What Can Records365 Do for You?
Records365 is a records and information management solution that helps businesses to manage their regulatory, legal, and information governance requirements in relation to electronic and physical records. It allows for federated content management, so you can manage all your content in one location, using a single set of rules and policies.
Records365 also has a range of connectors that allow you to connect to multiple platforms. This allows you to manage all your organization’s content, including content from Box, Dropbox, G-Suite, Office 365, SharePoint, and more, in one federated workspace
Schedule a demo with one of our knowledgeable consultants to see how Records365 Physical Records Management can help your organization.