January 24, 2018

The Next Generation of Records Management

4 minute read

Over the past couple of years, we have seen organizations make a fundamental shift towards storing and managing their records in the cloud. As the internet continues to become the primary platform for conducting business, with collaborative tools and instant accessibility, the cloud makes increasingly more sense as the default location for data and records. And, with its low cost of ownership, effortless implementation, and ability to integrate with multiple repositories, many industry observers affirm that cloud-based records management is quickly becoming the new standard. Though fears persist, it is clear that on-premises solutions do not offer the security, coverage, or collaboration capabilities modern businesses seek to achieve.

The cloud is more secure and responds to shifting needs

As with any major technological shift, there are those who are skeptical about managing records in the cloud, specifically when it comes to maintaining security. But the truth is that cloud-based systems and infrastructure-as-a-service (IaaS) providers can respond faster to data breaches than any one company managing an on-premises legacy enterprise content management (ECM) system ever could. The continued success of platforms like Office 365 and AWS is wholly dependent on Microsoft or Amazon’s ability to ensure the highest level of security. Your business cannot dedicate resources to security to the magnitude these cloud providers can and do.

Cloud-based infrastructure also gives businesses the ability to implement security and data protections throughout the enterprise across multiple data repositories and locations, far beyond just within single records archive. An on-premises records management system can ensure that the proper lifecycle controls are applied to declared records, but cannot reach content prior to record declaration. Cloud solutions, on the other hand, extend across the business to anticipate the types of content that may require future retention to ensure the proper lifecycle is adhered to from the point of document creation. Cloud-based records management software allows for a much more complete approach to content governance that simplifies records management as well as collaboration. Even the most highly regulated industries are making the shift as many state governments are also turning to the cloud as a way to efficiently manage records.

It makes more business sense

Perhaps the most appealing aspect of cloud-based records management is the lower total cost of ownership (TCO) over traditional systems. Organizations can now implement records management software with lower upfront costs, no business interruption, and limited to no IT infrastructure required.

Cloud-based records management systems also reduces overhead by providing access to records in an efficient manner that saves money on storage, risk, and litigation costs. And with virtually no end user involvement or changes to business processes, minimal training is required. Legacy ECMs require organizations to retain more costly talent with specialized knowledge of system administration and development, while cloud records management software is able to achieve the same goals without the need for a dedicated staff. This all adds up to a simpler, easier to maintain environment that is a natural fit for organizations looking to implement LEAN IT principles.

A quicker path to results

Cloud-based records management software also allows organizations to achieve compliance faster with quick implementation timeframes, centralized policy management and the ability to instantly assign policy across multiple repositories collectively. Cloud records management also enables some of the latest privacy requirements, such as data sovereignty needs in the EU. By using distributed systems, it doesn’t need to matter to your records managers where content lives – if regulations stipulate it cannot leave one locale, it can be fully managed within that locale without needing a parallel records management strategy for that location.

More secure, better value, and easier to use

Cloud-based records management software is becoming the clear choice for all kinds of organizations – from startups to multinational enterprises. That is why Gimmal is helping organizations make the shift to cloud-based records management software with Workplace Compliance. Workplace Compliance is the industry’s leading cloud-based records management solution that allows organizations to manage information and records in place throughout the entire enterprise. Workplace Compliance ensures that your organization’s information is secure and easily managed under defensible, audit-ready compliance policies, at a fraction of the cost of legacy solutions.

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