Digital Records Management
Store and search your files online, anytime, anywhere in the world, with a Digital Records Management system that is truly innovative in terms of management and distribution.
Digital Records Management (DRM) is a ground-breaking record storage service.
With complete audit trails, revision histories, and the tools to manage, update, and share files; the DRM service allows you to digitise your organisation’s physical records into secure electronic equivalents. For your convenience, you can store your records in hard-copy format at a secure DRM facility, but choose to have either the hard copy or an electronic copy delivered.
Using this service, you can search for, request, workflow, and access your file directly from your desktop or mobile device. Your document will then be tracked, processed, and uploaded to a secure Cloud server for access anywhere – safely, and securely. Or, if you want a hard copy, we’ll deliver it to the chosen destination in the required time frame.
What is Records Management?
Records Management is the process of storing, organising, preserving, and eventually destroying business documents. Executing business processes is made much easier with effective records management, since it allows your archived information to be used seamlessly alongside live documents.
A Records Management partner ensures adherence to regulatory guidelines, mitigates compliance risks, and maintains the standard of record-keeping.
What is Digital Records Management?
Digital Records Management involves the process of digitising physical records for archival and infusing them with structured metadata; which boosts the efficiency of searching and grouping of records.
By embedding metadata into your records, organisations ensure that each record’s context, origin, and significance are retained over time – with audit trails that track document updates ensuring compliance with regulations, contributing to the overall integrity and authenticity of your archive.
What is a Digital Records Management system?
The specialised software and processes of a Digital Records Management system are ideal for facilitating compliance within an organisation – since they are used to define document control procedures, and generate methods for creating audit trails of record activity.
As with most compliance-related services, a Digital Records Management system should be tailored to the requirements of your industry and align with your business goals, forming the foundation of an organised, efficient, and forward-thinking enterprise.
Modern Challenges for Records Management
Is Digital Records Management different to Document Management?
Document Management
Document Management refers to a holistic approach to handling the entire lifecycle of documented information within an organisation, encompassing creation, version control, collaboration, and compliant disposal.
Document Management systems are complementary with Digital Capture and Business Process Automation, and have been found to improve collaboration, reduce manual tasks, and ensure regulatory compliance.
Digital Records Management
Digital Records Management is an area of Document Management that focuses on storing, retaining, and disposing of records throughout their lifecycle, emphasising compliant storage rather than the creation or collaboration.
What are the advantages of Digital Records Management?
What is Hybrid Record Management?
Hybrid solutions are vital for addressing records management challenges; combining physical and digital records management into one flexible, agile, cost-effective solution.
A Hybrid Record Management solution empowers businesses to follow convenient transformation schedules, or digitise on-demand as needed. As well as spreading the costs of a Bulk Scanning project, this kind of arrangement allows you to gradually introduce other technologies that integrate your digitised legacy records with day-forward Document Management processes – all with minimal disruption to your operations.
Step 1Archive Transfer
Your records are moved to a secure location and an audit trail documents the journey. ISO and BS standards ensure records remain confidential and accounted for throughout the transfer process.Step 2Digitisation
Once your scanning schedule is outlined, physical records can be digitised – and when this is complete, they can be structured to form a searchable digital archive.Step 3Request
A digital record can be accessed online by authorised employees, with the audit trail updating automatically with a record of access and changes made to the document. When delivering physical requests, control sheets and audit trails are updated once a record leaves the archive, and again to show when it is returned.Step 4Retention
Based on their content or document type, digital records are assigned with retention schedules that route them for destruction once a certain time period has elapsed.
Your Digital Records Management Journey
With the expertise to handle large-scale digitisation projects, Apogee offers a complete service that caters to the unique needs of both public and private sector organisations. Our in-house experts are on hand to guide you through the entire process, from document scanning and indexing, to secure Cloud storage and user-friendly access interfaces.
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