I’m already managing my records, why do I need Records Studio?

Records Management FAQs

"What is RIM?" 

RIM is an acronym that is commonly used for Records and Information Management. RIM refers to the planning, controlling, directing, organizing, training, promoting and other managerial activities involved in the life cycle of information. In every industry, this includes the creation, maintenance (use, storage, retrieval) and disposal of records content; regardless of media according to the legal and economic rules, policies and procedures of the organization.

"What is ECM?" 

ECM is the acronym used to describe/define Enterprise Content Management Systems, which are the technologies, tools and methods used to capture, manage, store, preserve and deliver content across an enterprise. This content includes, but is not limited to, hardcopy and electronic documents, images, media disks/tapes, e-mail, digital files, etc.

At the most basic level, ECM tools and strategies allow the management of an organization’s unstructured information, whenever that information exists. ECM is a process that takes your content throughout its life cycle. It also pertains to the concept of linking and/or integrating other organizational applications such as CRM’s, ERP’s, ERMS and EDMS.

"What is ERMS?" 

ERMS is the acronym used in place of the phrase Electronic Records Management System. An ERMS is used for the management, control, policy enforcement and retention of all records data, regardless of media or format.

"What is EDMS?" 

EDMS is the acronym used in place of the phrase Electronic Document Management System, which is a software application that allows you to effectively create, manage and control electronic documents. EDM systems typically integrate with an ERMS (Electronic Records Management System) to facilitate association with relevant records components, while allowing you to attach intelligible document specific metadata.

EDM systems also facilitate work flow by adding an additional layer of governance to workflow systems, allowing you to effectively control the dissemination of enterprise documents.

"Can’t I just destroy my files after a few years?" 

All corporations and organizations must now be cognizant that records can no longer be prematurely destroyed–regardless of the length of time retained–without following an established records retention protocol. Companies and organizations that choose destroy records without a retention policy in place can be severely sanctioned by the courts for not preserving records for an appropriate period of time, as regulated by industry, municipal, federal and/or international standards.

"I am just going to save my records forever. Isn’t that easier and safer?" 

Saving records for an indefinite period time can prove to be a risky proposition, as the records you retain can be discoverable at any time by court order. Additionally, retaining records that could have been systematically destroyed via an established retention program can prove to be very costly and damaging to a company and/or its clients. In essence, “It’s not wise to get caught with more eggs in your basket than you should have.”

"Why do we need e-mail retention when we can purge it every few weeks?" 

Automatically and/or manually purging e-mail messages at set intervals in the absence of a retention policy is not advised. Like all other records, e-mail messages can be subject to court order and legal discovery at anytime. The e-mails you prematurely destroy could later be requested in conjunction with legal proceedings. If so, e-mails relevant to internal company protocols, employees, business transactions, etc must be produced in a timely manner. If you are unable to produce these requested e-mail messages, the courts can rule against you, resulting in unfavorable public exposure and costly fines.

"What is a Conflicts System?" 

Conflicts systems are used by corporations to discern if a prior business relationship exists. It can relate to employees who are officers of an outside organization and/or have worked with competing corporations. A Conflicts Check is normally the first line of scrutiny applied by Law Firms to validate potential clients and the respective case matters they are seeking representation for. It is paramount for a law firm to accurately determine if a prior business relationship exists, as it is unethical for a law firm to represent any of its existing clients* against each other. A law firm is subject to malpractice litigation for such an offense.

*Denotes that under certain special circumstances, a waiver can be obtained if both parties and respective clients agree to the representation by either party.

Records Studio FAQ’s

"What is the core functionality of Records Studio?" 

Records Studio is, at heart, an enterprise grade Electronic Records Management System. It is designed to provide a scalable and efficient content management solution for organizations of any size, by facilitating comprehensive content life cycle control from the point of creation through to final disposition.

"How can Records Studio help me to manage the data in my old records system?" 

Records Studio can provide the means to manage your old legacy data in a concise fashion. Utilizing the Records Studio ERMS enables you to manage your data in the same fashion as new and current data. Additionally, it allows you to set up and pervasively assign retention parameters to all of your record data (new and old) regardless of media content and/or format.

Records Studio has been intelligently designed to interface with existing systems to allow the seamless migration from legacy systems. Our team will work with you to establish the most practical and cost effective means of successfully migrating your data.

"What is a Smart Workspace?" 

A Smart Workspace is a dynamic workspace in the Records Studio File Explorer User Interface. It allows users to set-up and configure their desktops to their specifications, so that any record items contained there will automatically be updated to reflect changes made by other users in real-time. Additionally, any new items meeting the criteria associated with the Smart Workspace are automatically added to that workspace whenever it is refreshed.

"How do I monitor the usage and activity of the Records System?" 

The Records Studio ERMS has a state-of-the-art integrated sophisticated Alerts Subsystem that will allow you to configure and specify specific alerts based on your organizational requirements. For example, you can monitor records requests, records transfer and/or records check out/in of a specific records series; or the activity of any system user. Once configured, the alerts subsystem is fully automated without the need for user intervention. Alerts are sent via the built-in instant messaging system of Records Studio and/or via e-mail and/or SMS to your cell phone. The flexibility of the Alerts system allows you to be notified both internally and externally, ensuring that you are always aware of the records activity you specify.

"How many concurrent users can utilize the system at once and does it affect the performance?" 

Records Studio does not have limitations with respect to the number of concurrent users.

Records Studio is a completely scalable solution that can be effectively utilized in a small organization just as efficiently as it can be deployed and utilized in a large multi-industry, multinational enterprise—without any degradation in performance. You can rest assured in the fact that the database repository will provide the performance you expect regardless of the number of users.

"What if I don’t have the staff to manage all this information?" 

Lack of Effective Records Management Issues:

The risks faced by not having the resources to effectively manage your records/content information can be catastrophic to your organization. Most noteworthy of these problems is the inability to locate valuable information when you need it. This results in the loss of valuable time for the personnel that must be allocated to search for, and hopefully locate and retrieve, the records content you are seeking.

In this scenario, the control over your records content is thereby proportionately reduced, as the potential for losing valuable data—without ever being able to recover it—is significant and costly.

Records Studio Solution:

Records Studio performs the tasks of many individuals, as the robustness of this application allows you to operate confidently and efficiently with minimum staffing requirements. This powerful solution has the ability to handle multiple records management tasks; while offering the scalability, management, retention control and security desired of a comprehensive and compliant records management program.

"Is the Records Studio system easy to use?" 

Records Studio has been designed for intuitive use. Mirroring the look and feel of the Microsoft Office Suite of products, it minimizes the user learning curve. Even with its ease of use, Records Studio offers complex functionality that is unmatched by its competitors. User configurable screens and flexible functionality enable users to work confidently and efficiently—without programming code changes.

"Is Records Studio an EDMS?" 

EDMS is the acronym used for Electronic Document Management System. Records Studio has an integrated EDMS module that allows you to effectively create, manage and control electronic documents. EDM systems typically integrate with an ERMS (Electronic Records Management System) to facilitate association with relevant records components, while allowing you to attach intelligible document specific metadata.

EDM systems also facilitate work flow systems by adding an additional layer of governance to workflow systems, allowing you to effectively control the dissemination of enterprise documents.

"I am in the manufacturing industry. Does Records Studio require special programming to suit my needs?" 

Records Studio operates the way you do. In essence, you can set up Records Studio to match the hierarchy and geographical layout of your organization. Additionally Records Studio’s ease of use allows you to configure the system to match the type of records components (electronic and physical) you utilize daily.

With Records Studio, you can easily and readily capture engineering documents via the built-in Imaging Console; retain relevant internal/external e-mail—with attachment—via the E-mail Module; view and capture web pages as records or attachments with the built-in Internet Explorer Interface; and/or efficiently manage electronic images of customer correspondence, invoices and distribution forms via the EDM Module.

These are just a few of the many easy to use features of Records Studio.

"How can Records Studio help me to remain compliant?" 

Records Studio facilitates compliance with all mandated records regulations—Federal, State and Municipal—as well as your internal organizational requirements, by managing your records data in accordance with the records management rule sets relevant to your company and/or industry.

Records Studio’s comprehensive control features ensure that the records you need to keep are retained for the appropriate period of time. The optimized state-of-the-art search functionality of Records Studio enables you to accurately and confidently search, access and retrieve specific records data as required in conjunction with legal records production requests.

Being able to manage, retain and produce the right records, at the right time, guarantees your organization will meet all compliance requirements.

"How can Records Studio protect my vital records?" 

Records Studio’s efficient system framework allows you to apply the desired amount of governance to your organizational records, while allowing you to effectively classify records recognized as vital to your company. These records can by systematically restricted to authorized users, departments and/or locations; and, security rights can be set at any level of the records structure (item, entity, workspace, location/resource, item type, etc.).

Records Studio systematic security protocols allow you to retain vital records for the time you desire in an unalterable state.

"My company has 25 locations throughout the US and Europe, do I need more than one records system?" 

No. Records Studio is the only system you will ever need. You can setup and configure the single source repository to match the geographical layout of your organization. Records Studio has multi-lingual support, so you can feel confident that the end-users in your Milan office will be able to utilize the same records just as efficiently as can the staff members in your Miami office.

Additionally, Records Studio single source repository structure ensures that your records content is managed in a uniform fashion—regardless of the geographical location of your offices.

"My organization is comprised of frequent travelers. Is there a way to access our corporate records remotely from outside the office?" 

Yes. Records Studio features a simple to use, yet comprehensive, Web Interface module than allows authorized users to search, access and view records components contained in the database in a secure, efficient manner.

Additionally, Records Studio offers support for PocketPC and Windows Mobile enabled PDAs and Smartphones. Users of these devices can also search and view records from external locations, such as home, hotels, airports and train stations; anywhere an internet or cell phone signal is available.

"Do I need a separate system to manage the records stored offsite in our company owned and operated records storage facilities?" 

No, Records Studio features an intuitive full functioning offsite storage interface. You can setup and configure the database to match the physical layout of the file cabinets, open shelving, mobile carriages and all other records staging areas of your external- offsite file centers and/or warehouses.

"My organization performs a large volume of scanning for our clients. Can Records Studio help me to effectively manage, track and chargeback for the services we offer?" 

Records Studio’s built-in full-featured imaging functionality provides all the flexibility of the leading imaging software solutions and more. The Records Studio Imaging Console allows you to scan, capture, create and manage imaged documents in an intuitive fashion, while providing an automated full indexing service extracting the metadata from user created templates with text extraction zones.

Additionally, the integrated keystroke counter and timer enables you to accurately track work performed on imaging projects so that you can precisely bill for the imaging services your company provides.

"I am in the publishing industry. Can I utilize Records Studio to manage the various electronic images that my company produces? Can these images be managed and retained in Records Studio?" 

The Records Studio ERMS allows you to store and attach electronic images—in any format—to records items and files, facilitating an accurate publication history. Alternatively, electronic images can also be standalone images within the database repository.

Leveraging the comprehensive content management functionality of Records Studio affords you the confidence in knowing that your images are managed and retained under the same corporate rule-set as your other organizational records components. Records Studio built-in imaging system enables you to view 150+ image types from within various modules in the software package.

"Records Studio appears to be a highly complex system, but is it easy to use?" 

Records Studio is incredibly easy to use. The intelligent design of the database, combined with the intuitive user interface, minimizes the learning curve typically associated with most records management systems.

Users will instantly recognize the familiar look and feel of the Microsoft Office style screen layout. The integrated functionality of the system allows users to access frequently used office applications such as Outlook and Internet Explorer directly from the Records Studio ERMS desktop. Users may also save items from these respective applications as records directly into the single source repository.

"I work for a mid-sized company that does not wish to purchase new hardware. However, we need a records management system to manage our ever increasing volume of records. What can I do?" 

The Records Studio Web-hosted application service will facilitate the pervasive deployment of a records management system within your environment. You will realize cost savings through simple deployment with seamless connectivity, central records database administration, virtual elimination of hardware costs, as well as secure data redundancy and backup to facilitate rapid disaster recovery of your records data should the need arise.

Most notably, with Records Studio you will enjoy all the benefits of a traditional on-site client server records database installation without the normal associated hard cost expenditures.

"My organization interacts with the government on highly sensitive matters, how does Records Studio ensure that my documents are secure?" 

You must be cognizant of your business processes and ensure that all of your organizational data is being managed properly. The only way to safeguard your internal records data against mismanagement and loss is through the use of an up-to-date records management system like Records Studio. Only then will you realize the control and security that you desire. The Records Studio ERMS will allow you to efficiently manage, protect and preserve all of your records content in a concise fashion, while supporting the compliance initiatives of your organization.

"My company has several shifts, how can I accurately monitor records activity after normal/regular business hours?" 

Records Studio features a state-of-the art notification system that alerts you to the specific records database activity you select. The database automatically forwards Alerts in real-time to the personnel you select via an integrated instant messaging system, including up to three different e-mails and/or SMS to your cell phone/PDA.

The fully automated Records Studio Alert Subsystem does not require any human intervention to operate and remains active 24/7.

"My firm utilizes outside contractors for specialized work product. These contracted individuals require access to specific records data around the clock. Does Records Studio offer functionality to facilitate this type of work arrangement?" 

Yes, Records Studio offers fast, secure records database connectivity via the World Wide Web. Authorized external users can securely access relevant records information with the same ease and functionality as internal users.

Additionally, Records Studio Smart Workspaces technology facilitates internal/external team member collaboration, allowing team members to effectively access and share specific records component detail 24/7.

Records Studio’s global database administrative configuration protocol enables you to accurately define external user records access, and ensures organizational records management policy restrictions are enforced.

"We have a number of employees with different security clearance levels. Can Records Studio be configured to accommodate this type of infrastructure?" 

Records Studio has a pervasive security protocol system that can be entered from any number of levels. A full range of protocols is available and can be readily set at any or all of the following levels: user, item, workspace, entity, item type, etc.

Additionally, the Item’s Security Protocols automatically take priority over Search Scope. If the user is not authorized to view, handle or otherwise access the item, it will not show up in the Search Results.

"Select managers, and their executive assistants, require specific records functions directly from their desktops. However, they do not require the full featured records module utilized by records personnel. How can this be accomplished with Records Studio?" 

Records Studio provides you with the flexibility to configure functionality based on the different types of users in your organization. An easy to use desktop for end-users can be configured to provide basic records management functions such as search, access, view, request creation, request check out/in, and transfer records, just to name a few.

In adherence with the administrative policy of your organization, Records Studio’s desktop functionality can be added and/or deleted as required.

"My firm has a strict records destruction protocol. What functionality does Records Studio offer to support these types of initiatives?" 

Records Studio features a comprehensive destruction module that ensures an accurate and concise destruction audit trail for all records components, regardless of media format that have been destroyed. Complete destruction detail properties including final disposition and destruction method are recorded.

Additionally, Records Studio’s integrated governance framework provides you with the security and confidence in knowing that records will not be accidentally and/or prematurely destroyed.

"My assistant has to regularly create similar file type structures. The current process is manual and slow. How can Records Studio help?" 

With its wrap-around efficiency, Records Studio is easily configured to setup each file type structure once; then you can access it to create additional file components as required. Just as easily, you can take the current file type structure and modify those components that need to be changed to create and save a new file type structure.

"We currently utilize phones, e-mail, post-it notes, verbal requests and instant messages to request records components from the file center. Does Records Studio offer a more efficient means of receiving Records Requests?" 

Most certainly. Knowing exactly who, when, where and how a record is required is what Records Studio does best. With a drag-and-drop functionality, any record or group of records can be placed in the Order Cart and sent to the Operations Center for processing. The Order Number, or Order Numbers, are automatically generated and given to you as well as the Operations Center. You can then check your order status from your computer whenever you want.

"For audit purposes, my organization has to regularly produce various physical records reports pertaining to different business transactions. Is there a easy way to perform these tasks within Records Studio?" 

Yes. With Records Studio’s built-in fully user customizable Reports Module, you can design and create any report that is required. You can also schedule automatic generation of these reports to a user defined schedule, as well as automatically have them delivered to the appropriate recipients. Records Studio keeps the audit trail up to date and readily accessible.

"I work for an extremely busy litigation law firm that often has to comply with production requests for both physical and electronic records. Our current process is slow and inefficient. How can Records Studio help my organization to respond in a more efficient and timely manner?" 

The extensive governance and control mechanisms of Records Studio allows you to effectively search, access and preserve selected client records immediately upon notification.

Records Studio allows you to pervasively assign a hold status to the specific records series and all related components; thus ensuring any transaction attempts within the affected records series are prohibited until the hold order is officially released.

"We require the real-time tracking of records components that have been staged and or checked out of our file centers. Does Records Studio offer anything to accommodate this special functionality?" 

Using a single source repository for all records content, Records Studio easily provides real-time reporting on any and/or all item activity through its comprehensive built-in Alerts Messaging System. When the item or items to be tracked are accessed, requested, moved or modified in any way, you will receive an instantaneous alert, regardless of where you are. The message can be sent to you directly in your Records Studio user interface; and/or to as many as three separate e-mail addresses; and/or to your Smartphone/PDA.

With Records Studio you are never out of touch with the components you need to track.

"Our records system is extremely large and complex. How will Records Studio find the records I need?" 

With our state-of-the-art search engine, the user can search for records, and/or associated attachments, with Records Studio’s full text search functionality.

OR

The user can build—and save/share—a complex set of criteria if needed, to streamline the search to the desired parameters.

Either way, with its intelligent search functionality, the more you search—the faster you get returns. Additionally, if the search still provides too many records, you can search again with new criteria for the desired records from within the results of the previous search.