Must Have Features in Your Next Records Management Solution

Scott Olesen
Aug 22, 2023 11:03:22 AM

If you are looking for a new records management solution, here are the must-have features to aid in your selection process:

  1. Customizable Metadata: Your records management solution must enable your business to define and customize metadata fields according to your specific requirements.
  2. Automation and Workflow: Automation capabilities, such as automated classification, disposition, and workflow processes, to help streamline operations and remove manual tasks.
  3. User-Friendly Interface: A user-friendly interface is essential to ensure that your staff can quickly adapt to the solution and efficiently manage their records without extensive training.
  4. Advanced Search: The ability to perform accurate searches across metadata and text in documents is crucial for finding information quickly and effectively.
  5. Versioning: The solution needs to track document versions and changes over time to ensure data integrity and maintain a clear audit trail for your business and your records.
  6. Security and Access Control: The solution must have robust security features, including encryption, access controls, and user authentication. These are vital to protecting sensitive information and preventing unauthorized access.
  7. Analytics and Reporting: The ability to generate reports and gain insights into record usage, history, and user activity can help your businesses make informed decisions and improve processes.
  8. Open APIs: Your records solution should integrate seamlessly with your existing software and tools, such as ERP systems, email platforms, other files systems, and collaboration tools.
  9. Scalability: The solution should be scalable to ensure it can accommodate increased data volumes and user demands as your business grows.
  10. Flexible Architecture: Your records solution should accommodate an architecture that suits your business, whether it be on-premises, cloud, or hybrid (a combination of on-premises and cloud). Whichever architecture you choose, the solution should provide the flexibility for your staff to access their documents and records from any location or device, enhancing remote work capabilities.

Overall, a records management solution should assist your business in meeting regulations and compliance standards, reducing the risk of legal and financial repercussions, and doing so in a cost-effective manner. M-Files with AutoRecords will do just that, has all the must have features, and much more. It is an intelligent information management solution with built-in AI that allows your staff to easily categorize, tag, and organize your electronic and physical records from a single interface, making it simple to locate and retrieve specific records when needed. If looking for a records management solution, please contact to discuss how we can help.

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