Today’s corporations, be it big or small, are expected to be constantly responsive to the rapidly changing market conditions with innovation and agility, and stay ahead of that change, to achieve long-term success.
SQL View’s ERM Consulting Service delivers an integrated, end-to-end records management solutions and services that will help today’s organizations, to help ensure important data and information is managed optimally and efficiently, and is protected against risk.
To ensure you achieve your e-Records Management business objectives with our Record Management System, we take the time to understand your needs carefully analysing where you are right now and where you want to be in the future.
We help to identify improvements that can be made and we quantify the benefits to you of making those improvements by performing the followings:
First, to conduct records survey.
This is an initial survey to estimate the size of your organisation’s records inventory, and thus to plan for the future. Our e-RM consultant will perform simple face interviews and surveys with staff members of various departments to identify what type of records are stored within each individual departments, and within your organization. And, to understand how are the records currently being used in the organisation. At this point you can consider if your organisation requires modules for the KRIS Document Management System.
Next, review records inventory.
An in-depth assessment detailing a complete listing of the types of records, where the records are located, its format, volume, records’ entry date, etc – all loose and bound papers, microforms, optical disks, and electronic records, etc.
Next, develop a file plan
File Plan is “A classification scheme describing different types of files maintained in an office, how they are identified, where they should be stored, how they should be indexed for retrieval, and a reference to the approved disposition for each file” (Source : ARMA, Glossary).
In simplified term, a file plan is a set of policies and procedures for organizing and identifying files or documents to speed their retrieval, use, and disposition. Sometimes called a recordkeeping system.
It is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records, including vital records.
File plans specify how records are to be organized once they have been created or received, provide a “roadmap” to the records created and maintained by an organizational unit, and facilitate dispositioning the records. It will help you:
- document your activities effectively.
- identify records consistently.
- retrieve records quickly.
- disposition records no longer needed.
- meet statutory and regulatory requirements.
We work with you to implement the agreed solutions to achieve effective records management. We will be the catalyst that will help you and your organisation to grow and make the changes you want to make.
Classification helps us by:
- Providing linkages between individual records which accumulate to provide a continuous record of activity.
- Ensuring records are named in a consistent manner over time.
- Assisting in retrieval of all records relating to a particular function or activity .
- Determining security protection and access appropriate for sets of records .
- Facilitating the distribution of responsibility for management .
- Helps to apply retention policies to a group of records.
Our team of consultants will work closely together with the executive team to achieve these:
- Define the strategy and goal of the record management system for your organization.
- Implement solution by adopting the best practices of your organization.
- Create streamlined process, enhancements and cost savings for your organization.
- Conduct Change Management to initiate and effect change successfully.