A New Paradigm for Critical Document Management & Records Management

– by Dany Charland

Document and records management (DM/RM) has traditionally followed a strict file plan, with profile forms used to create and maintain records. These are important best practices; and, for regulated industries such as accounting firms, healthcare, IT, food safety etc., they are necessary to provide evidence of document controls.

However, a common complaint about document management is that its file structure is too rigid and its forms too cumbersome to effectively support users. These systems rely on the carefulness and attention of users to retain, dispose and secure records. The combination of inconvenience and user dependency make many traditional DM/RM systems error prone on the best of days.

“It’s too hard to find what I need” is a common user complaint about traditional rigid records management systems. Part of the challenge is that no single file storage structure can account for the myriad organizational structures represented by human brains. From a business perspective, frustrated users are a risk because they are prone to take shortcuts, make errors or simply avoid using critical systems.

Microsoft SharePoint gives businesses the opportunity to manage records and documents with appropriate protocols in place while also delivering a more flexible user experience. They key to unlocking these capabilities is to establish a properly structured, standards-based and controlled vocabulary for meta-data management. This enables document management and records management developers to build virtual entity structures – also called virtual file plans – that provide users with multi-faceted browsing experiences.

In short, SharePoint offers a user-driven records search and browsing experience while maintaining the necessary file structures by making the storage structure invisible to the user.

At Tango Technology Group, we use SharePoint and Silverlight, combined with DM/RM best practices and principles, to deliver records management solutions that meet both business and usability needs.

For more information:
• Visit our SharePoint Practice web page
• Learn more about SharePoint from Microsoft
Contact me, Dany Charland – I’m Tango Technology Group’s SharePoint business expert
• Attend my SharePoint DM/RM presentation at SharePoint Summit 2012 in Quebec City

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