PaperChase Records Management
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Records Management 

A Document is defined as information, stored on paper, as a scanned image, or electronically, that may be subject to revision.

A Record is defined as a document or other data that is regarded as complete and unchangeable. It may exist as paper, as a scanned image or electronically.

Records management is a methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle.

The core concept underpinning records management theory is that of the lifecycle, which sees records having a series of phases from creation to final outcome ultimately resulting either in their controlled destruction or being retained on a permanent basis as an archival record.

PaperChase records management

Alliance PaperChase Records Management is barcode driven records management software for file tracking, storage, retention and retrieval of original documents, files and archive boxes, and with the PaperChase Imaging option scanned documents may also be stored, retrieved and displayed on screen.

Using barcode or RFID technology, the Alliance PaperChase Records Management (EDRMS) system is designed to identify and track any item such as client or customer files, patient records, planning applications, internal documents, forms, drawings, working papers, incoming mail and archived material.

Each document (or folder of documents) is given a unique barcode label to identify it, and may be grouped together with other documents to form projects or cases. An item may then be registered at a location simply by scanning its barcode identification label. RFID (Radio Frequency Identification) smart labels may be used instead of barcode labels.

Records are different from documents. Records cannot be modified or deleted except in controlled circumstances, they have retention controls and they are arranged in a structure.
Document management applies specifically to the management of discreet documents and images throughout their lifecycle; typical functionality includes acquisition, organisation, versioning, access control, and archiving.
Content management focuses on the management of the data within a document, typically a web document.

There are many, though similar, definitions of records management. One common one is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records." Ö it is the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved in records creation, maintenance and use, and disposition in order to achieve adequate and proper documentation of the policies and transactions of the (organization) and effective and economical management of operations.

When you create a record, it goes through a lifecycle. Typically a record is actively used for business activities for a period of time, and then less frequently. Finally, it is retained for an additional period of time (possibly offsite) during which it is available for reference or legal purposes. When the retention period is satisfied, it is destroyed (or possibly transferred to an archival facility). The retention schedule makes this an orderly process. Every record type on the schedule has a retention period assigned to it that includes the minimum (and possibly maximum) time to keep the record. It must be kept at least for the minimum time period because either itís needed for business purposes or the law requires it. Keeping it longer than the maximum period could put the organisation at risk legally.  

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