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| eRECORDS SOLUTION |
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| Many companies currently do not have a
records management policy in place; therefore, do not have
a plan on how to govern electronic records, despite the growing
pressure and urgency to comply. Regardless of the size or
industry of the company, enforcement and court actions are
increasing from years past, and more and more companies are
unfortunately finding that electronic discovery costs incurred
during litigation or investigation can place an enormous burden
on internal resources. The implementation of a centralized
repository for business records can help reduce this risk
of potential costs, as time spent searching for relevant records,
emails, and other documents comprises a major component of
litigation costs. Click here for more information on electronic
document management systems.
An eRecords solution from ThomasTech
can help your company manage this risk and help gain control
of your records. Based on a step-by-step methodology, our
eRecords solution results in a coordinated implementation
of policies, procedures, and technology. The methodology
includes:
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- Assessment. ThomasTech will begin with an assessment
of your current records management environment, including
a review of any existing written policies and procedures
for the records management function in response to potential
litigation or investigation and a review of hardware,
network, storage, backup facilities, and IT procedures.
- Policy Framework. We provide a standards-based
template to help your team tailor a policy that is customized
to your organization and unique needs
- Record Classification and Retention Schedules.
Often a complex task, our team will work with you to develop
classifications methods and retention schedules. In the
instance where the necessary Records and Information Management
specialist is not on staff, we can connect you with a
professional consultant who will work as a key member
of the team.
- Legal Holds. Required by law whenever there is
a reasonable likelihood of litigation or investigation,
your policy for the legal hold of records that would normally
be eligible for destruction can be a confusing part of
the process. We can work with your legal department to
define the events that suspend normal destruction of records,
the chain of command authority, and the process framework
for initiation and release of legal holds.
- Technology Integration and Configuration. These
services include network consulting and implementation
of base functionality, as well as the integration of necessary
software for a successful eRecords solution.
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| We also offer a number of options based
on your specific needs, current capabilities, and future necessities.
While an eRecords solution involves the basic steps of these
options, they are available to further assist you in your
records management, based on your existing situation. These
options will also further customize the solution, and can
be added on to the step-by-step methodology and implementation.
These available options include:
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- Legacy Records. Based on your specific situation,
this option will help you assess practical alternatives
for handling the backlog of your existing electronic records.
This may include automated classification, batch disposition,
and/or data conversion to add legacy records to the new
repository. We can also automate the tracking of physical
records that are held outside of the repository.
- Advanced Scanning Features. For high-volume needs,
we can integrate additional software and hardware to support
batch scanning operations and forms recognition features
to automate indexing through “zone-based OCR”,
or the character recognition of text present in specific
areas of standardized forms. Click here for more information
on document scanning retrieval systems.
- Advanced Email Archiving. ThomasTech understands
certain situations require specialized subsets of corporate
emails to be stored and assigned to a lifecycle. This
option allows companies to add additional subsets to their
basic email archiving option included in the standard
solution. This option would be most beneficial to select
departments, such as human resources, financial departments,
and executive correspondence.
- Storage Management Solutions. If additional storage
is necessary, ThomasTech can integrate additional software
for automated file system archiving. This is especially
suitable to companies with high system and storage management
costs and strong compliance needs.
- Training Services. Training services can be provided
for crucial operations and maintenance tasks such as migration,
disposition, reservations, and ascension.
- Line-of-Business Applications Integration. The
eRecords system software can be configured to interface
with your existing corporate software applications such
as financial, supply chain, procurement, outbound logistics,
and more. These integration services can help you search
the records repository by account number, client name,
or other key value and still conduct business using your
current software.
Backup and Disaster Recovery Subsystems Integration. Our
network engineers can recommend, design, and install a
backup system that is sized and suited to your unique
needs, providing an affordable and secure backup of your
critical business records.
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| Click here for more information on our
Email
Management Solution. |
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