The record data comes from policies or laws related to Governance transparency or to compliance with legal requirements, which has mandated that organization or department need to keep records for a period of time for evidence and verification. A record can therefore reduce costs associated with regulatory compliance. Also easily manage document lifecycle to maintain record integrity.

Record management Ensures that important records such as financial information, financial statements, vital documents such as legal contracts will be well preserved and persist for future nevertheless unnecessary records will be destroyed in a timely manner in accordance with the established guidelines.

Adhere to the global standard

According to international security standards DoD5015.02, ISO15489, and ISO16175, record management is an effective and secure record management process. Record management systems can control their creation, receipt, storage, and use, including specifying the age or cycle of documents and supporting a variety of document file types as well.

In summary, a “Document” is a document that is being processed and that can be modified, deleted, or edited whil a “Record” is a document that cannot be modified or deleted. Unless there are rules, laws, or regulations that specify storage times and permit deletion after those times have passed.

Record lifecycle management

Record management systems can preserve the integrity of original records by categorizing documents. In addition to record management, you can define and control record access by user and user group. This ensures that records are kept safe and accessible only to those involved.

Record management can define and manage a file plan as well as active record retention rules.

File plan is a log management tool that works similarly to directories. File plans can be used with both electronic and physical records. The file plan shows where the stored records are located for ease of use. In addition, the record management system can provide automatic storage for log management and storage.

The system establish record tracking, archival, and destruction rules by create log traces for archiving and destruction to manage log life cycles. It is possible to create traces of how a log’s path or state is determined, who is using or viewing?, or setting a time limit to delete records after the storage period has expired in accordance with rules, regulations, or laws.

Multiple Record Type Support

Record management and storage system capable of managing and storing both physical and electronic records with mime type, supporting both document and image files such as doc, pdf, xls, ppt, jpg, tiff, etc.

Document archive management with barcode systems and indexes displaying record storage locations. Record Management allows you to create barcodes for individual archived data where the barcode indicates the type of document, storage location, etc.

The record management system can store various communication records in the form of electronic communication such as email, online electronic meetings or Line application, etc. The record management also supported multiple record storage formats including CD, DVD, flash drive and hard disk

Record Classification Scheme

Record management and storage system Documents can be categorized into categories and can set additional rules such as storage locations. Access rights, confidentiality levels, and storage periods, etc.

Record Management can generate index and sort records based on category, file type, and folder parts systematically for easy searching. Chart record the movement and location of storage to make it easier to find and retrieve.

Record management come with enterprise-grade security with the ability to set accessibility for each user and user group, including setting the confidentiality level of the record. and log audit.

Automated Record Management

Record Management manages storage and processing in a series of steps, each with its own physical location. Record management and storage systems make it possible to perform complex data storage processing at record storage locations. It can also process electronic storage based on server location. Additionally, log management systems can define attributes (rules) throughout the log, lifecycle, automated log management, simplifies, and speeds up the work process of searching, browsing, and requesting logs.

Record: Borrow and Return

As part of the borrowing system the record can be requested to be borrowed through administrators for various purposes. In addition, administrators can directly retrieve logs from the person who is using them. The system can also send automated messages to notify users that records are due. And once it’s returned, the status of the record will be automatically saved immediately.

Barcode-Based Tracking

Barcode Tracking System is an important system for tracking physical records such as paper, CDs, hard disks, etc. Barcodes can classify and identify the storage location of the record.

The Record Management System can also track user movements, storage location, changes in storage location, and approval log of the record.

Vital Record Management

The records management system is designed to be used to store and manage important records. There are many standards and security requirements for business records management. For example, banks can use record management systems to store and manage loan agreements, etc. Records management can also enable business continuity even in the case of disaster, and able to check and verify the records at specified intervals. In addition, the record management and storage system has a fast and efficient search system.

eCommunication Archival

Nowadays electronic communication is another popular form of communication which need to be kept as evidence in the future by linking to e-mail systems. Record management provide storage of this record complies with the data center’s security standards. The record management will also provide backup and recovery in the event of a disaster. Including being able to legal searches and manage content both externally and internally.

eDiscovery & Legal Hold

The record management allow multiple user to simultaneously suspense the record. The record management also supports the creation of eDiscovery regulatory requests, suspends the record lifecycle process, and can disable automatic destruction or deletion of records for archiving purposes.

Powerful Search & Retrieval

Fast and powerful search and retrieval. Information retrieval is any action that selects information from a storage location in order to receive the information as required.

The record management system can define search filters such as barcode, borrower, box number, etc. Optimize your search for electronic or physical records by searching using box properties such as title, department, record description, and document storage location, among others. In addition, the record management system also supports full-text and meta data search, including retrieval configuration according to user rights and user groups. This makes searching for logs safe and easy.

Comprehensive Reports

Record management comes with auto-generated data reports that cover all aspect of the system;

• System report: file plan, request for transferring records, storage location, and final management.
• Status report: the status of the log, lifecycle of records, retrieval, and access control.
• Administrative reports on user activity log, data export, and overdue borrowing including physical log reports

Business-Critical Security

Record management is an advanced security system. The record management system is able to set file plan management rights, manage data forwarding and borrow requesting, and grant access authorization based on the principles of marker-checker including support for digital signatures and content encryption, to ensure that records stored in the system are kept safely.