Electronic Records Management Systems, what are the main reasons behind creating such a system?
- ACQUIRING: Any document received whether physical ( can be scanned in to be made electronic) or electronic that is received by a company has to be issued for any product or request made for record or “proof of” purposes.
- STORING: once scanned in or downloaded the documents can be stored on hard drives or servers.
- ACCESS: with it being stored on servers when the document is to be used for its relevant purpose, it can be accessed by anyone in a company who should have access to it, anywhere and anytime when needed.
- DESTRUCTION: if like certain documents that are only used once, during say a tax year, it is never used again it can be destroyed by permanent deleting off the hard drives and or servers as not to fall into the wrong hands (hackers, industrial espionage, etc)