8 Must-Have Features to Look for in Records Management Software

The right feature suite can have wide-ranging benefits for efficiency and compliance

Establishing a robust records management system can help an organization achieve better financial results, improve operational efficiency, and reduce the risk of potential data breaches considerably, but finding a solution that can do all three requires careful vetting. This blog post will highlight why security and scalability matter when choosing a solution, and where to start looking.

Our ultimate guide covers the benefits of records management, how to develop processes for your organization, and services that can help. Learn more here.


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What is a records management system?

A records management system is a repository for any documentation that an organization may need to keep on file. Think about all the data that your organization possesses, either digitally or in the form of a physical document. All of that information has to be kept somewhere — on a hard drive, cloud server, or even in a physical storage room. Regardless of the type of storage you’re using, those records are being kept in some form of a records management system.

Dedicated records management software does fundamentally the same thing, but it makes the supporting processes like search or duplication more efficient. The size and shape of your organization will determine the best possible functionality, but let’s take a look at some of the most important features.

Compliance and security

One of the primary concerns for organizations looking to adopt a records management system is ensuring compliance with applicable laws and regulations, collectively known as document governance, such as HIPAA for healthcare providers or Sarbanes-Oxley for financial institutions. The software should ensure the security and privacy of sensitive information through encryption, access controls, and regular audits.

Scalability and customization

As your organization grows, your records management needs will evolve. The ideal record management system should be easily scalable to accommodate growth and changing requirements. It may need to adapt to different file types as your business’ offerings expand, or perhaps allow for multiple collaborators. Moreover, it should offer customization options to tailor the software to your organization's specific needs, including custom data fields, document templates, and workflow configurations.

Centralized repository

Efficient records management starts with a centralized repository that consolidates all of an organization's documents and records in one place. This makes it easier to search, access, and manage information, saving time and reducing the risk of lost or misplaced files. An effective records management system should offer a centralized repository with a user-friendly interface and advanced search capabilities.

Document capture and indexing

Records management software should streamline the process of capturing and indexing documents. This includes features like optical character recognition (OCR) for scanning paper documents, automated metadata extraction, and the ability to import electronic documents from multiple sources, such as email or shared network drives. Accurate and efficient indexing ensures that the info on the documents is easily accessed.

Did You Know?:The fi-8170 can scan up to 70 pages per minute and 10,000 pages per day. Click here to learn more.

Version control and audit trail

Maintaining accurate records means keeping track of document versions and changes. A robust records management system (RMS) should offer version control features that allow users to track document revisions and manage multiple versions of the same file. Additionally, an audit trail should be available to monitor user activity, document access, and changes made, providing transparency and accountability.

Workflow automation

Streamlining document-related processes is crucial for organizations looking to improve efficiency and reduce human error. Records management software should offer workflow automation capabilities, allowing users to create custom workflows for tasks such as document approvals, review processes, and records retention. Workflow automation reduces manual intervention, saves time, and ensures consistency in records management processes.

Retention scheduling

An effective records management system requires organizations to maintain records for specific periods and dispose of them appropriately when their retention period expires. RMS should provide retention scheduling features that help organizations automatically apply retention policies, track records nearing their end-of-life, and ensure timely and compliant disposal in accordance with any applicable laws, regulations, or ordinances.

Collaboration and sharing

In many organizations, records and documents are the foundation for collaboration and decision-making. Records management software should enable users to share documents securely, collaborate on content, and manage permissions to control access to sensitive information. These features promote teamwork, improve communication, and ensure that only authorized individuals can access specific records.

Did You Know?:PCMagazine gave the fi-8170 an Editor’s Choice award, calling it “ideal as a front end for high-powered document archiving applications.” Click here to read the full review.

Our recommendation: fi Series scanners

Those in the market for a high-speed document scanner to establish a records management system have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi Series of scanners.

Built to purpose for the most demanding document handling jobs, fi Series scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

Adopting a powerful scanning solution is the first step in developing a record management system. With the fi series scanners, organizations not only gain access to scanning capabilities that will fit their needs, but also a software suite that can help establish a robust management system. Click here to learn more or shop the rest of our production scanner line.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed attorney regarding your specific situation as regulations may be subject to change.