Business records play an important role in documenting organizational activities. From financial records to contracts and correspondence, records are typically information that must be retained for a period to satisfy legal, financial, regulatory or organizational policy requirements.
Effective records management makes information easily available while keeping it secure and ensuring that only authorized users have access to it. Yet as the volume of an organization’s records continues to expand exponentially in a data-driven business world, managing records efficiently can become a serious challenge.
M-Files can help. As a next-generation intelligent information management platform, M-Files automates records management to ensure good governance, simplify compliance, increase efficiency and free administrators to pursue more value-adding tasks.
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By automating records management with a solution like M-Files, businesses can achieve several critical objectives.
Files containing personally identifiable information are subject to many legal and regulatory requirements. By automatically crawling through every repository and legacy folder, M-Files can identify and flag documents containing sensitive information, helping to improve compliance and reduce risk.
M-Files can automatically monitor for breaches or unauthorized changes to a record. M-Files also secures records with customized permission rules that make it easier to prevent a potential breach.
M-Files can automate monitoring and reporting of records management activities throughout the lifecycle of documents. Reports can be automatically generated to detail which records have been disposed of and where other records are in their document lifecycle.
M-Files can help to eliminate trivial data by detecting which information is important and which is not. M-Files can also detect and notify users when a document that’s about to be added to an IT system is a duplicate of something that’s already stored.
M-Files can flag items for deletion to be reviewed manually or automatically delete records based on a predefined lifecycle workflow.
M-Files’ AI-enabled technology can analyze documents and suggest metadata properties, making files easier to find and organize.
M-Files provides a solution that solves all the challenges of records management in businesses and government agencies. M-Files helps companies make smart connections across the business and automate critical processes while keeping information secured and controlled.
M-Files’ AI-powered system connects all documents and information on every business platform and repository in the organization, then analyzes them to place them in context. With M-Files, records don’t need to be migrated to a central repository. Instead, they can continue to live in whatever system they were created or originally stored in – network folders, SharePoint, ECM systems, CRM platforms, file-sharing services and other business platforms and applications.
To make it easy to visualize and find content across these disparate systems, M-Files organizes records by "what" they are rather than "where" they are stored. M-Files tags each document with metadata that identifies any relevant information about it. Metadata may include information about the type of document, the author and the client or project it relates to. It can also include dates, invoice numbers and other identifying information, as well as details of the workflow the document is part of.
In addition to making it easier to find and store records quickly, M-Files automates many aspects of working with documents to improve the efficiency, accuracy and security of records management.
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M-Files offers significant advantages to administrators overseeing records management.
With M-Files, administrators have a 360° view of records and content and can find any document easily, no matter where it resides within an IT environment.
M-Files keeps just one definitive copy of each document, which users can access via a link. This approach eliminates the need for users to store duplicate documents on their personal drives or devices and avoids the versioning headaches that occur when users email attachments back and forth.
With M-Files, records are always available to authorized users via the M-Files desktop, web or mobile client. Employees who are out of the office or working remotely will always have access to the records they need to get work done.
By automating document workflows and providing a complete audit trail of access and changes to documents, M-Files significantly simplifies the task of managing data governance and compliance with policy and regulations.
M-Files makes it easy to connect data in disparate systems and silos. M-Files can even crawl through legacy systems and archives to find and surface important documents.
M-Files’ intelligent data management system protects records with enterprise-grade encryption and uses dynamic permissions to ensure that only the right people can view, edit and share information.
M-Files’ workflow automation capabilities deliver greater efficiency, improve accuracy and simplify compliance in records management. M-Files uses a record’s metadata to guide the file through each step of a workflow, automatically routing it to the right people at the right time and following up with reminders about tasks that are due for completion. The metadata on the document is automatically updated as it moves through each stage of the workflow, and alerts can be issued for administrators when there are issues or potential bottlenecks that need to be resolved.
M-Files’ workflow automation helps to ensure that processes are executed accurately every time, and that documents are handled in a manner consistent with company policy and regulatory requirements. M-Files can even replace point solutions such as contract management software by automating the origination, review, approval and signature of contracts.
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Thousands of organizations in more than 100 countries around the world rely on M-Files to manage records, documents and information more easily and effectively. With M-Files, you get all the advantages of intelligent and automated records management from day one, without the cost and risk of a time-consuming data migration.
M-Files is a highly customizable enterprise data management platform that can be easily tailored to the needs of multiple use cases. Standard integrations and APIs ensure that M-Files can work with existing technologies. And workers can access the powerful capabilities of M-Files directly from the tools they use every day like Microsoft Teams, Office 365, Google Workspace and Salesforce.
Whether deployed in the cloud, on premises or as a hybrid solution, M-Files provides a wealth of features and capabilities for everything from a simple electronic document and records management system (EDRMS) to a sophisticated solution for workflow automation, enabling businesses to get more value from their information and records.
Records are information or documents that provide evidence of a specific business activity and that are therefore required to be stored and retained for a certain period. Records management is the task of storing, organizing, securing, retaining and eventually destroying records in ways that comply with company policy and regulatory requirements.
An automated records management system can handle many of the routine but time-consuming tasks of managing large volumes of records, freeing administrators to do more strategic and high-value work. Automation can also ensure that records are handled accurately, consistently and securely, helping to improve compliance management.
Records management and document management employ many of the same technologies to organize, store, secure and retain information. While document management involves traditional business documents, records management is a more specific subset of document management, involving information that provides evidence of business activity and which may be required to be retained for a certain period to satisfy legal, financial, organizational or regulatory requirements.