There are many types of record management systems. Most of the modern ones are cloud-based. This means that the software used to run them is stored in an online database. However, some of the record management systems are stored locally on the computer on which they are run. All the modern records management systems allow storage and tracking of records. Besides cloud-based and local storage solutions, record management systems can also be utilized through network-attached storage hard drives. Regardless of how they are deployed, record management systems save money and time by allowing businesses to streamline their record keeping practices. Therefore, it is important to understand the features that can help your business make the best of recording keeping.

1 Versatile Search Capabilities

Record management system should have an intuitive, easy-to-use yet powerful search capabilities that allow you to search through your files in a Google-like manner. If the system you are about to buy does not have filters that allow you to sort your data according to various criteria such as date of creation, type of document, and author, then it is probably a good idea to keep on looking for a different record management system. Another important thing to remember when testing various systems is the time that takes them to return search results.

2 Optical Character Recognition Technology

This technology analyzes data from scanned files, then uses that data to store, organize, and sort scanned data according to your preferences. This makes scanned documents easy to retrieve and search. Moreover, this technology allows you to save money on personnel costs by making data entry unnecessary. Therefore, optical character recognition technology is the single most important feature when searching for a perfect record management system.

3 Web Importing

This is a technology that enables all files from computers to be automatically imported into the record management system. While this seems like a basic feature, many record management systems require people to manually enter many types of data. Therefore, when choosing a record management system, do inquire about the types of documents that can be imported into the system automatically.

4 Support Of All Major File Formats

It goes without saying that the support of major file formats is a must-have feature of any modern record management system. All the major files formats such as PDF, JPEG, and MPEG, should be supported. A good system will allow you to store, index, and capture all the major file formats in an easy-to-use manner.

5 Centralized File Retrieval

You should be able to access all of your files from within the system without opening any additional applications. Any record management system that requires expensive software add-ons should be avoided.

6 Easy Integration With Your Company’s Software

Before shopping for a record management system, it is important to understand your company’s software. Then you will be able to ask questions that will allow you to determine whether a record management system you are about to buy can be integrated with your company’s software.

7 Disaster Recovery And Backup

The good record management system will have a built-in backup functionality. The good system will also have a cloud-based backup functionality. This way the new files can be automatically backed up into the cloud each time you add new data. This will diminish the probability of data loss due to a natural disaster.

8 Audit Features And Controlled Access

You should be able to control data access. You should also be able to see who has taken actions with your data. This will allow your company to run audits and assign data permissions.