Importance of Records Management

Records Image full size

Today, information governance is a hot topic. Managing records is the center of any organization and is not optional these days. Acceleration of paperwork (now most of it digital), huge piles of documents, and high expenses required to manage these records are motivating experienced records professionals to move towards better automation software.

Records and information management effectively control the complex and diverse variety of paper and electronic records. You can gain access to a massive amounts of information by indexing them systematically. A classification scheme and retention schedule is central to every system. It controls all of your workflow activities from filing through the final disposition – the entire lifecycle of all documents – digital as well as physical.

Records management offers many benefits, include but not limited to the followings:

• Supports the creation of records and controls the volume, content, and number of duplicates.
• Reduces storing and operating costs and energy through easy access to the needed information.
• Offers intelligent decision making, documenting, and monitoring.

As a final result, with records management it would be possible to identify and preserve vital records and discard unnecessary information. This leads to a more effective management of the current data and organizing them on a prioritizing basis and timely disposition.

Eloquent Records software ties your classification scheme to your retention and disposition schedules in order to help you manage the life cycle of your records.

When it comes to managing your actual records, the Eloquent WebSuite of applications have easy entry forms, you can track your physical and electronic records and pull in any of your records and the associated metadata directly from Outlook, Office, SharePoint or any of your local shared drives.

Attract attention to your online database, attach images to your records.

Visualizing is an excellent way to make the contents more memorable and allows people to get the gist of data easily without getting lost in the pool of texts. Images are good motivations for your audience to start searching your database. They will more likely share it with friends on social media.

If your database is mostly physical items, you can digitize a few of the most attractive ones from the storage. Once people are in the database, they soon discover all the other interesting material that may still be in the physical form. If an item is not available for viewing online, they can request it from your reference desk with an automatically populated email.

Eloquent recently posted a video on YouTube about handing images published by an experienced knowledge professional and an adjunct university professor. She has a message for all knowledge professionals regarding how to manage various types of digital content and the special consideration given to images and photographs.

The Eloquent WebSuite applications give you the chance of digitizing and handling your images. Watch this video and learn how to expand your audience. You can also search into several client databases to find out how they are using images to improve their handling goals.

A Historical Timeline helps promote your Rich Heritage | Archives Management

A sophisticated understanding of the past is one of the most powerful tools we have for shaping the future.

The past provides an insight into the present. The present, gets its sense from the background of comparable events to which it belongs….Discovering or rediscovering the story, picking up the thread, reminding ourselves where we stand, where we have been and where we are going—these are as important for groups as for individuals.

Historical timeline allows viewers to get an overview of the major events of your history in a much shorter amount of time than searching into the archives. Links will take researchers to specific parts of your database, where they can navigate up and down the hierarchical structure and across the database to other related material.

A good historical timeline has many advantages:

  • Provides a quick overview of key events from your long history
  • Publishes to the internet where Google and other search engines find it
  • Uses images and text already in your database to create the timeline
  • Re-publishes easily with a few clicks of the mouse
  • Links back into the live database for more related detail

People with the Eloquent Archives™ software simply add the Historical Timeline Module to get this additional valuable and attractive public portal.

Links to sample timelines

You can browse the LSUS Historical Timeline with your smart phone as well as with any Internet Browser to see what has been completed already. Learn more about the Eloquent Archives™, the software they use, on the Eloquent Website, where you can also access other client databases under Client List.