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BusinessWhat is RM (Records Management)?
Records management (RM) is a process that organises and manages all documents from the moment they are created until they are deleted. This includes their retention according to the laws in force and the deletion of archives.
RM covers the organisation, administration and management of all a company’s documents, regardless of whether they are on different media or in different formats. The aim is to facilitate access to these documents over time and to protect them.
Records Management has a number of aims, such as:
Reduce paper
No more lost or incorrectly filed documents
Improve risk management
Search and find documents easily
Guarantee authenticity
Optimise archiving space, management and processes
It is easy to see how records management creates added value for an organisation.
Definition of ECM
ECM means: Electronic Content Management.
An ECM enables you to store, manage and share your documents and other multi-format content (email, PDF documents, paper, digital documents, etc.). A comprehensive ECM: collects, files, stores, manages and lastly archives your content in a secure manner.
A few words about Enterprise Content Management
First of all, let’s take stock. There are many tools available on the market to “manage” content and archiving. The meet specific company needs and offer different features and functions.
A few simple questions
It is important to be able to evaluate your needs, in the first instance, by asking yourself a few simple questions.
– What do I need?
– How much data do I need to store and manage?
– How many people are going to use this tool and how frequently?
– Do I need it to be customisable?
– Do I need automated filing?
– What is important to me?
I have to be able to demonstrate the value of a document, connect it to my business solutions, collect documents easily and file them precisely.
In brief
As you will have realised, this choice needs to be carefully considered, as it will have a direct impact on your organisation. This choice is part of a project, with a suitable methodology that can be summarised in 3 main stages:
Auditing existing documents
Defining a repository, guaranteeing the archiving policy
Define the processes for identifying, sorting, scanning and managing information
Of course to do so, you can consult digitisation experts to support you as you make your assessment.
Then the question arises about which family of solutions to select. To help you, we have compared ECM solutions for content management with pure collaborative work tool solutions.
| POSSIBILITES | OUTIL COLLABORATIF PUR | ECM |
|---|---|---|
| La gestion des utilisateurs et de leurs habilitations sur les différents documents ou types de documents | OUI Mais avec une mise en place complexe |
OUI De façon simple et transparente. |
| Indexation de documents avec metadonnées | OUI Le nombre de métadonnées est limité |
OUI |
| Gérer le RGPD, avec des dates d'expiration d'un document | OUI Paramétrage à effectuer dans le cadre d'une politique à mettre en place par la sté/collectivité |
OUI Paramétrage par boutons simplifié |
| Gérer l'ensemble des exigences règlementaires (signature, versement SAE, conservation, numérisation fidèle...) | NON Possible avec de multiples intégrateurs externes |
OUI Directement dans l'application. |
| Assurer la valeur probante d'un document, son intégrité, son authenticité | OUI Pour des documents sans spécificités. NON Pour des documents à forte valeur probante, possibilité de certificats électroniques intégrés à l'outil et proposé par des éditeurs tiers. |
OUI Chaque document a un numéro unique pour le suivre et garantir son intégrité et son authenticité dans l'ECM |
| Tracer la consultation, garantir la piste d'audit fiable pour supprimer les documents papier | NON OUTILS TIERS NECESSAIRES Pour vérifier l'authenticité d'un document numérisé à partir du papier, il est nécessaire d'utiliser un outil ou une procédure. Cet outil ou cette procédure doit vérifier à la fois l'appareil de numérisation utilisé et la personne qui a effectué la numérisation. cette vérification est généralement effectué par les fabricants. |
OUI |
| Numérisation et indexation de document | NON Besoin d'un éventail d'outils tiers |
OUI Directement dans l'application et depuis toute sortes de documents |
| Workflows et flux | OUI Avec un paramétrage en amont |
OUI Gestion et même automatisation des flux |
Our digitisation expert warns us about certain key points that you must think about. Collaborative tools are practical for teamwork and storing documents. However, they do not replace document management or records management systems.
If you need electronic document and content management, this requires specific records management skills. Most specialist partners in collaborative tools do not have these skills.
Collaborative tools are high-performance toolboxes. Collaborative tools are highly efficient, but it is important to know how to use them. Furthermore, they are difficult to configure, requiring the use of other tools, in particular for archiving.
To obtain a comprehensive collaborative tool that complies with all regulatory requirements, you have to contact several different publishers and integrators. This means that you will have several contacts and a large in-house team to manage the project. Consequently, this type of tool is best suited to large companies. That’s why this type of tool is best for major companies.
In conclusion
Opting for Efalia ECM means selecting a partner that masters all aspects of electronic document and file management. This partner complies with the rules throughout the life cycle.
Collaborative work tools are not ready to be used for electronic document management or record management.
Certain leading suppliers of collaborative work tools offer a modern experience and an easily accessible user interface. This is made possible thanks to their collaborative nature and the intranet
Collaborative work even integrates team sites. Our content management solution, Efalia ECM, can be interfaced with your collaborative work tool. You no longer need to choose between a Content Management system and a simple collaboration tool, you have to combine them.
