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Automated records management: What is it and what are its benefits?

Managing records is important for businesses. Many companies are starting to automate this task as they move towards digital methods.

Managing records is extremely important for businesses, and many successful companies are starting to automate this task as they move towards digital methods. Let’s start by understanding what record management is all about.

What is records management?

Records are information created, received, and kept as evidence or for informational purposes by an organization or individual, either to meet legal requirements or to conduct business.

Records come in different forms, such as digital files, audio recordings, video recordings, photos, and paper documents. They contain crucial information related to legal matters, financial documentation, daily operational processes, and more. Records management involves creating and maintaining these records and, it also includes more complex activities that help streamline company processes.

Some of these tasks include creating reports and publications, ensuring data protection, archiving completed records, ensuring easy access to records when needed, establishing guidelines, policies, and organizational standards, and more.

What is the purpose of records management?

Traditionally, businesses would track necessary data using spreadsheets. However, as organizations grow, managing information solely through spreadsheets becomes impractical. The increasing volume of data makes finding and storing information complex and inefficient.

To maintain organization and accessibility, every company needs a streamlined records management strategy. This ensures that records are readily available to all employees, minimizing time spent searching for information and increasing productivity.

To address this, various documentation software options are available on the market. These tools help organizations implement efficient records management solutions.

What are the benefits of an automated records management?

As organizations witness an increase in record creation, the adoption of an automated records management system becomes imperative.

Automation offers numerous benefits that manual processes cannot match. It facilitates easy adaptation to evolving compliance frameworks. Additionally, it provides scalability for future research and development activities while minimizing the risk of data loss and enhancing the protection of business records.

Furthermore, it enables reliable performance evaluation and mitigation against the impact of natural disasters. By streamlining the tracking of paper trails, it reduces time consumption and ensures centralized accessibility to records across the network. Moreover, it enables unified management of digital records, assures data integrity, and facilitates the generation of certificates for record destruction.

Texport: Alfresco Exports & Imports by Texter Blue

Breaking News!!! The new release of Texport is as HOT as the upcoming summer!

Introducing a new mindset for upgrades and content transfer, we’ve developed a solution that exports and imports at object level supporting all Alfresco object types and it carries the symbology of true export.

Full Support – Supports content, metadata, relationships, permissions, versions, tags, categories, sites-memberships, and all other repository node relations from a source Alfresco repository to any target Alfresco instance.

Optimized – Multi-threaded tool that leverages low level OS and cloud resources via its close relation with Python, as such it’s fully optimized for export/import throughput, ingestion rates of up to 2800 nodes/sec.

Native S3 – Native S3 support allowing full repository bidirectional transfer from a normal fileContentStore into an S3ContentStore

Clean Data – Move all content or choose to archive or dispose certain areas of the repository – for example the archiving part of the audit-trail to increase database performance.

Record – Keep a record of all exports and imports executed for validation and data quality purposes. It ships with an ElasticShearch integration providing robust dashboards in Kibana for content transfer executions overview.

Cloud Ready – Container friendly and Cloud ready, adding security and backup options in future relations.

A clever digital transformation…

Texport provides the opportunity to implement a clever digital transformation to the way the organisation interacts with their digital content, consolidating and enriching data – tagging, categorising, auto-classification, applying AI – thus increasing efficiency and optimising the investment.

Download here the Texport – Alfresco Exports & Imports – DataSheet:

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TML: Texter Machine Learning by Texter Blue

Your content and data are the foundation upon which your business operates, and critical decisions are made. Recent advancements in AI in areas such as image and natural language processing have enabled a whole new level of automatic extraction of information and data analysis that power the automation of key business processes not possible until now.

  • Process your data with different AI engines, integrating the results.
  • Supports several data formats: images, video, text, etc.​
  • Generate new content and document versions based on AI results​.
  • Store extracted information in metadata, enabling further processing and process automation.
  • On cloud or on-premises – in case you don’t want data to leave your private infrastructure.
  • Compatible with several different ECM providers
  • Ability to develop custom AI models to target your specific needs and data.

AI is essential to remain relevant!

The adoption of AI in modern organisations is essential to remain relevant and competitive, optimising efficiency, empowering new business opportunities and freeing critical human resources to specific value-added tasks.

Download here our TML – Texter Machine Learning – Datasheet:

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If you’re struggling with your digital transformation, remember… you are not alone in this… Texter Blue is here to help you providing the best results! Make sure you read our news and articles and contact us.