Benefits of automated records management

14 May, 2023 - 00:05 0 Views
Benefits of automated  records management

The Sunday Mail

4IR Simplified

John Tseriwa

THE Fourth Industrial Revolution (4IR) should prompt businesses to liberate their staff from searching through stacks of paper to find a single document.

While an office full of papers and files often meant one was “working hard”, this is longer the case.

In the 21st century, a paperless office is a productive and smart office.

Technology is changing faster than ever before and businesses should embrace change, and find creative ways to remain competitive.

The business world, therefore, needs to adapt as well. The Fourth Industrial Revolution and the internet of things (IoT) have brought about new opportunities for innovation. Records, performance and risk management automation have emerged as critical components in both the public and private sectors.

It is becoming increasingly necessary for businesses and organisations to embrace the benefits of automation and adopt efficient and streamlined workflows to remain competitive.

Working smart, not hard, has become a fundamental philosophy for businesses and other organisations looking to thrive in this dynamic environment. Digitising day-to-day workflow is incorporating systems that ease the work pressure by promoting electronic cloud-based automated records. Automated record-keeping is a method of records management in which computer software is used to automate specific and predictable record-keeping tasks, including identifying, classifying, retaining and disposing of records.

It also ensures that companies and other institutions save time, reduce errors, store documents online and gain valuable business insights.

The main purpose of an automated record-keeping system is to free employees from mundane manual filing processes while eliminating common human errors associated with records management.

Government agencies, educational institutions and health care facilities have embraced systems to manage sensitive information securely and efficiently.

Integrating records management with other systems has made information more accessible, revolutionising how public institutions manage records. For example, in the public sector, effective records management practices are crucial.

It is essential to prioritise the core functionalities of record creation, classification, retention and disposal, access and retrieval, and security to ensure efficient records management. By adopting such practices, public institutions can guarantee that their information is complete, accurate and readily available, improving decision-making and service delivery while reducing errors and delays.

With automated record-keeping, document reporting is done via systems well-trained to provide excellent business intelligence, where data is gathered for easy electronic analysis.

Data analytic tools can identify anomalies that may not be visible through manual analysis to prevent repetition and data redundancy.

This helps businesses in making better-informed decisions about resource allocation, marketing strategies, organisational growth and product or service development.

The primary goal is generating high business success.

Therefore, automating employee workflow will allow businesses to focus mainly on delivering quality services and products without worrying about the tedious manual documentation process.

Cloud-based systems allow users to upload and store proof-of-execution documents and information in firewall-protected servers.

The firewall will prevent unauthorised access and ensure safe document-keeping.

Automated daily processes can create a culture of accountability, continuous improvement, fluid service delivery, meeting the needs of consumers and eliminating costly business errors.

Promoting automated records performance management in the workspace can help businesses and other organisations stay competitive in today’s fast-paced business environment.

By leveraging on the power of the 4IR, businesses can gain valuable insights into their operations, align employee performance with organisational goals and mitigate potential risks.

However, it is important to remember that more than technology is needed.

Companies also need to invest in training and development to ensure employees have the skills and knowledge to use these tools effectively.

By creating a continuous improvement and learning culture, businesses can ensure they are well-equipped to meet future challenges.

* John Tseriwa is a tech entrepreneur and digital transformation advocate focusing on delivering business solutions powered by 4IR technologies. He can be contacted at: [email protected] or +263773289802

Share This:

Survey


We value your opinion! Take a moment to complete our survey

This will close in 20 seconds